Space organization, pre-engagement mechanics, and hackathon coordination for 120 participants.
At the end of May, the SOFTSWISS office in Poznan became the venue for a large-scale internal hackathon. Over three days, 120 employees worked on AI projects. Preparations took place under tight deadlines, with constantly changing variables and a sudden increase in the number of participants. The main objective was to ensure the seamless organization of the process—from global employee pre-engagement across four countries to the transformation of the office space and the management of on-site contractors.
Event Flow
Interactive LEGO Wall and Pre-Engagement
A week before the launch, a LEGO wall appeared in the Poznan office. Employees built their own compositions, and by the start of the hackathon, the installation had turned into a vibrant photo zone. Simultaneously, pre-engagement zones featuring LEGO sets and informational posters were set up in Warsaw, Tbilisi, and Malta. This allowed colleagues from different countries to feel like part of a unified project even before its official launch.
Hackathon Dynamics and Infrastructure
The program required constant adaptation of the office space. Zones were rapidly transformed for the opening, pitching sessions, teamwork, project defense, and the final award ceremony. Special work kits containing flip chart paper, markers, and stickers were prepared for each team, ensuring comfortable brainstorming and project work.
Agency Actions
Catering and Logistics
We fully calculated the food and procurement volumes. The team organized breakfasts, lunches, dinners, an afterparty, as well as an uninterrupted supply of snacks, fruits, beverages, and energy drinks. When the number of hackathon participants increased, we promptly recalculated all items and synchronized deliveries without the slightest impact on the schedule.
Venue Coordination and Production
Throughout all three days, our agency maintained full control over the venue. We coordinated the work of subcontractors, managed furniture layouts for different stages of the program, and supervised the media team—a photographer and a reels maker.
Printing and Awards
The Kitchen Event team took charge of preparing the award materials. We designed certificates of participation for all teams and produced large-scale gift certificates for the hackathon winners, which became the main element of the final ceremony.
Project Details
📅 Date: 29–31.05.2026 📍 Location: Poznan, Poland (Client's office) 👥 Guests: 120 employees 🎭 Format: Three-day internal hackathon
