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Event Roadmap ……………………………………..…………………………………………… Pages 3-5

Teams …………………………………………………………………….…………………………….... Page 6

Wellbeing at GovHack ……………………………………………………………….………….… Page 6

Photography and video ……………………………………………………….….................. Page 6

Social media …………………………………………………………………………………………... Page 6

Security and building access ……………………………………………………….………….. Page 7

Occupational Health & Safety …………………………………………………………………. Page 7

Preparing your video ………………………………………………………………………………. Page 8

Audio ………………………………………………………………….…………………………………… Page 8

Submitting your video …………………………………………………………………………….. Page 8

Submitting your entry …………………………………………………………………………….. Page 9

Timeframes to register and submit …….………………………………………………… Page 10

Team Captain ………………………………………………………………….……………………. Page 11

Receiving awards …………………………………………………………………………………. Page 11

Awards ………………………………………………………….……………………………………… Page 11

What can I submit as a Hack? ……………………….……………………………………… Page 12

Using open data ……………………….……………………………………………………........ Page 12

What to bring ……………………….………………………………………………………………. Page 13

Tech and equipment ……………….……………………………………………………………. Page 13

The other stuff ……………………….…………………………………………………….......... Page 13

Internet access ……………………….………………………………………………………….... Page 14

Food ……………………….…………………………………………………………………………….. Page 14

Special dietary needs …………….……………………………………………………………... Page 14

Coffee ……………………….………………………………………………………………………….. Page 14

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Event Roadmap

Friday

Wyndham City Civic Centre open 6pm – 10pm

6pm – Opening night

Official opening by CR Aaron An.

CR An is the Smart City Portfolio Holder, which covers new and emerging technologies, knowledge based economy, innovation and entrepreneurship. He is also the Deputy Chair for Future Focused Economy Portfolio and Learning City Portfolio.

7pm

Competition categories are launched and your team can start creating. The first night is all about working together in your team to create an idea.

- Find a spot to set up and make your own for the weekend. - Talk to mentors before they head home! They know the data and will have great ideas

to get your started. - Head to Hackerspace (opens at 7pm) and register as a user (all team members must

register). One person from the team creates a team page. This will unlock all the prize categories you can enter at your location including International, National, State and Local prizes.

- Spend some time reviewing: o prizes to identify some common themes of prize categories o the Official Data list which includes featured data from sponsors and open

government data portals o Identify the focus of your investigation and project

- Check if these prize categories have data requirements. - Assign roles within your team – working with each other strengths. - Deconstruct the prize category

o Think outside the box – entries can be anything a game, an art installation, a visual display, a story, a gadget, a board game, analytical models, a data visualisation, and of course some great apps. Is there new technology you want to try or perhaps there is a tool or insight you think will help government?

o Judges reward originality and ideas that make data accessible to understand. o Design Thinking o What pain points could you resolve? o What other data could be relevant to the pain points or users? o Mind map your ideas

- Check the judging criteria - Rule out data that needs too much work or start engaging mentors for help - Create an evidence repository and add this URL to you Hackerspace project page.

Start adding content even if it’s just photos of your workings for now. (What is an

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evidence repository? Github for the techies and Google folder or similar that you can share via a URL for non-techies).

- Record URLs of datasets you use for submitting on your project page.

- Ask for help! There are mentors, crew and other Hackers who can help.

Saturday

Wyndham City Civic Centre open 8am – 8pm

Aim to lock down your concept by midday Saturday.

Mentors arrive at 9am and will be available till midday.

- Review your team plans and assign tasks. - It’s ok if you don’t have an idea yet – the mentors will have loads of ideas and

problems they want solved. - Road test your ideas with mentors and pick their brain. Road test ideas with crew. - Ask your GovHack crew to help connect with mentors for ideas if you need. - Consolidate your many ideas into one or two good ones - Data data data – how will you use it, mash it, interpret it, present it? - remember to

record URLs of data in your Hackerspace project page as you go. - Start a storyboard of how you will communicate your ideas - What could you create/prototype/design/model that is achievable and will help

people understand the concept? - Take some photos of your team or media that will help in your video entry - Submit team registration page and nominate prize categories by 5pm deadline! - No more project pages can be created after 5pm. - Keep building - Run your storyboard past some GovHack crew.

Sunday

Wyndham City Civic Centre open 8am – 6.30pm

Last year’s competitors will all tell you the same thing… “it took me all afternoon to create my video and then we had loading problems… Arggghh Panic!” On average, it takes about an hour to load videos on YouTube and new technology when you’re stressed takes twice as long as you want… so factor these elements into your day’s plans.

- Set tasks and activities for the day - Research tools you will need for the day – check the Handbook - Finalise your storyboard script. What material will feature in your video? People?

Places? Prototypes? Data? – what are the key points or features you want judges to understand?

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- Build, prototype or mock up items that will feature in the video to demonstrate your concept.

- How will you feature the data? - Update your project page with your data story and datasets - Script for your video - Arrange for a quiet space to record any audio – aim for midday - Craft and edit your 3-minute pitch video - Apply audio - By 2pm you should be in editing mode for your video - Get your team page completed to meet all entry criteria - Aim to start loading your video to YouTube (or similar) by no later than 4pm - YouTube gives you a URL link as soon as you start loading your vid – so make sure you

grab this and enter it on your project page - Finish and submit entry by 5pm.

Don’t forget to look after yourself: take breaks, eat, drink and go for an occasional walk. Allow some time to get away and freshen up. Showers clear the mind!

Top Tips

Check the Eligibility criteria on each prize category – some prizes require you to use data from a specific data portal or dataset.

Don’t try to develop concepts that win every prize, focus on complementary prize categories. Good ideas need sleep – aim for 7 hours’ minimum on the Friday night as Saturday will be a

long day!

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Teams

We expect that you will be part of a team already, or will join a team at the start of the

competition. You can compete as an individual, but we highly recommend you find other

awesome people and join a team. There is no maximum size for a team. The best teams have

a mix of skill sets. If you don’t have a team, speak to Jess or Preethi on Friday night who will

help you meet other GovHackers looking for a team.

Wellbeing at GovHack Wyndham

Taking care of yourself sounds basic, but it’s surprisingly easy to forget over an intense 46 hours at a hackathon. Here are a few glaringly obvious things to bear in mind.

- Try not to get too stressed. (It helps to set realistic expectations, and to focus on having something ready to demo – perfectionism and feature creep aren’t your friends at a hackathon. And don’t forget to back-up your work, to avoid any last-minute panic.)

- Stretch! - Make sure you eat and drink regularly, and not just caffeinated drinks. Hydration is

important. - Take breaks, go outside in the sunshine, tune out the world with headphones. - Meal breaks are the perfect time to take a real break, make new friends or get fresh

air. - Remember to take any medication that you need. - Try to get plenty of sleep. (We don’t recommend being that person who works all

night and doesn’t sleep. This recommendation may be based on real-life experience.)

Photography and video

GovHack is subject to extensive recording in video, audio and photographic form. By

attending, you acknowledge and accept that you may be the subject of such recording, which

may be shared through digital media in relation to GovHack events. We will seek to

accommodate any specific wish not to be recorded, but cannot guarantee you will not be

recorded in some form.

Social media

Twitter will be the primary social media platform that will be used and monitored throughout the event. Questions, comments, mentions, and cat GIFs can be directed to the National GovHack Twitter account, or to your local GovHack event account.

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Please use: #GovHack #GovHackWyndham @GovHackWyndham

Security and building access

Volunteers will be onsite for every hour of the event. After hours, the building will be locked. A phone number will be placed at the entry to the venue if you have trouble gaining access.

Neither the event organisers nor venue operators can accept responsibility for personal belongings left unattended onsite. If you don’t have a trusted person to look after your belongings, we recommend taking them with you if you leave the venue.

Occupational Health & Safety

OH&S refers to the policies, procedures, legislations and activities, which aim to protect the health and safety of people within a workplace. Specific ways to limit hazards to yourself or another person whilst participating in GovHack are listed below.

- It is imperative that your health and safety is never compromised. - If you have any existing injuries, inform a volunteer - If you notice any hazards, report them immediately to a volunteer (e.g. water

spillages) - Minimise the risk of tripping by getting a volunteer to place gaffer tape over cords,

securing them to the floor - Place tables and electrical items close to the power outlets whenever possible - Bend your knees when you lift - If you start to shake, put on some warmer clothes and/or slow down on the

coffee/Red Bull

Think before you lift!

Manual handling occurs when you are lifting, lowering, pushing, pulling, carrying, moving, holding, and restraining any person or thing. It’s unlikely you’ll have to lift anything heavy at this event – do you need to be moving that? Check with a GovHack volunteer before moving anything larger than a laptop.

First aid

If a person is unconscious or requires an ambulance, immediately dial 000.

Emergency procedures

Details of emergency procedures will be introduced to participants during induction and on display within the venue. Make yourself familiar with these procedures at any time you’re onsite.

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Preparing your video

An important part of your project is the 3-minute video showing your hack in action which you’ll make to show off your project to the competition judges.

You are encouraged to include your team name, event location, team members, and to talk about the data you have used and your data reuse story.

Videos can be a maximum 3 minutes long. Your video should not take more than a few hours out of your weekend if you keep it

simple. We recommend you make a storyboard to help plan your video The preferred method is to use a screen capture with a voice-over narration

explaining your hack, why you created it, and what is being shown in the video. Remember that the judging panel is viewing the videos in isolation and may not have any context around your project.

You may mix in other elements with the screencast, such as footage demonstrating the issues your hack addresses, interviews, live action material and actors (ie team members and willing friends) you’ve filmed, etc – but be aware that videos that don’t primarily focus on showing off the hack itself will not be as useful as ones that do.

HEAD TO https://govhack.org/handbook/competition/prepare-your-video/ for

more information.

Audio

Many experienced video producers will tell you that audio can be more important than the visuals in a video. Make sure you give some thought to how you can do this part well.

Find a quiet place to record audio. Scripts often need to be recorded several times to fit with the video footage and

edited accordingly.

Music is a nice touch but make sure you are licensed to use the content

Submitting your video

Make sure you allow at least 1 hour to submit your video before the deadline. As soon as you have the URL to the video, add this to your Project Page. Remember you must have the actual URL of the video on your project page and not a

link to another website where you have embedded the video. This is an important element used to validate the video was submitted before the deadline.

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Submitting your entry

Hackerspace (open on Friday 28th July, at 7pm) is the Official GovHack competition submission site and allows you to submit all components required for your team’s GovHack entry.

Note: submission elements and times are system controlled so no extensions are available! Teams are required to submit the following as part of their competition entry on Hackerspace:

Register all team members in Hackerspace All team members must be registered as a user with their email. This ensures you get

an invite to awards nights and so you can receive any awards you may win.

A descriptive project page must be created for each project Team members and Team Captain Project Description An image that best captures your concept e.g. a logo or Image. Nominate Prize Categories – nominate for multiple prizes and from all levels of

competition that you can view including International, National, Regional and Local prizes. Check you fulfill any special Prize category eligibility criteria such as a specific dataset.

Nominate for Team awards available this year Record data used – For each significant dataset you use record the URL and explain

how this data was used in your entry. For each prize category, you nominate make sure you check for any specific data reuse eligibility requirements and record the data. This field will be used to validate the eligibility of your entry.

Evidence Repository URL (Mandatory) This is your proof of concept. You must provide evidence of your work over the weekend any code, graphics, plans, drawings, data analysis and cleansing, mashups, applications, website URLs, models, photos of each stage to create your artistic representations. Submit a link to a digital repository such as a Google Drive or Dropbox shared folder (public) or a Git repository such as public GitHub or public BitBucket

A maximum 3-minute Video entry (Mandatory), must submit actual Video URL not link to another website. This is a video pitch of your entry that tells a story of how you have reused data. The video should demonstrate your hack concept, the benefits or value the concept could achieve and where possible introduce your team. The most common method is to use a screencast, with a voice-over narration.

Note: Judges will stop watching videos after 3 minutes Demo URL (Optional) If judges can see and play with it that is useful, but this is a

minor component of the judging.

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Timeframes to register and submit:

7pm Friday Local time – Hackerspace opens and prize categories are announced for your region

12pm Saturday Local time – all competitors must register as a user on Hackerspace. 5pm Saturday Local time – A Team Project Page and your prize category nomination

must be completed in Hackerspace. Record all your team members on your project page and the URL to your evidence repository (proof of concept). No new projects pages can be created after this time. You are still able to edit your project page after this time.

3pm sunday – finalise your project page including the URL of datasets and how you have used the data.

4pm Sunday Local time – Your video should be finalised and a URL linking to your video created to load on your Project page. It may take some time for your video to load once you have started the process but get the URL entered on your page.

5pm Sunday local time – You MUST have all parts of your competition entry submitted by 5:00pm Local time.

A descriptive project page Prize categories nominated Data used – URLs Evidence Repository URL Video URL Demo URL (Optional)

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Team Captain

Each team must nominate one person on their Hackerspace project page as their Team Captain and provide contact details. (GovHack does not accept joint Captains)

The Team Captain will be the contact for GovHack organisers to coordinate distribution of prizes after the event.

Prize money must be evenly split between all team members of winning teams. If all members of your team are under 18 then please nominate a guardian or the

Local Event Organizer who will facilitate the purchase of vouchers to split winnings amongst the team.

Team captain must be available to fly to represent their team at the National Red Carpet awards.

Receiving Awards

Some local prizes may be handed out on the Sunday afternoon, but most prizes will be announced at state Awards nights or the National Red Carpet Awards.

After GovHack, a limited number of participants who demonstrate real GovHack Spirit and a limited number of finalists will be chosen to fly to the awards. More details to be advised after the main event.

The Red Carpet Awards present a great opportunity to celebrate all the clever projects from around the country with sponsors, agencies, media and some high profile special guests!

Following the Red Carpet Awards, the captain of each winning team will receive an online prize claim form. This form will facilitate electronic funds transfer of the prize.

Awards

Cash prizes are up to the value stated on the prize. GovHack reserves the right to amend the value of cash prizes if event running costs exceed the total sponsorship collected

Prizes may be split between multiple teams. GovHack events are run by volunteers with the generous support of Sponsorship.

Sponsorship funds are used to fund the amazing events you attend including GovHack Connections, Govhack competition weekend and the state and National awards nights. This includes the amazing food and beverages you consume over 46 hours!!

Any changes to prize values will be communicated to winners. Unless otherwise stated all cash awards are administered by the GovHack Global

Operations team. Development Prizes are administered by the supporting sponsor. Your local event

host will provide you with information on how to claim your prize. Any vouchers or hardware detailed as an award will be issued at the relevant Awards

night. GovHack reserves the right to not issue an award if Eligibility criteria of the

competition or the prize category is not met.

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What can I submit as a hack?

A Hack is when you take something and make it better! This is an open data competition so you need to reuse official open data in a clever and creative way.

Entries could include, art, jewellery, a digital sign, a board game, historic film pieces, a virtual reality game, internet of things (IOT), a digital sensor display, a 3D model, a visualisation of data, an informed article and of course some amazing web apps! We only limit you to your imagination.

Prize categories can help provide inspiration to shape your ideas, as can mentors so don’t be afraid to tap into the resources on hand for ideas.

It’s only 46 hours, so many of concepts entered are prototypes, mock ups, models, smaller scale artworks and even engineering design concepts from our maker community. Of course, we have had some very crafty teams deliver demos and live apps within the time frame.

Your proof of concepts should be showcased in some way in your project page and 3 minute video submission.

Using Open Data

You will find the list of Official data available for the GovHack competition in the Official Datasets list on data.gov.au. You must use at least one official dataset to be eligible for prizes. Official data includes individual datasets featured and all data discoverable on official Government data portals that are published on the Official Dataset list.

You will need to Record the URL of the most prominent data you have used on your Hackerspace project page. Remember judges love to see their data reused.

For each prize category, you enter, please check the eligibility requirements to see if any specific data needs to be reused to meet judge’s criteria. To maximize your chances to win National and Local prizes we recommend you mash up National and Local official data, giving you a chance in as many categories as possible.

Some datasets listed on data portals may have additional resources available with further information on how to use the data or other supporting material. You are encouraged to download and use these resources.

Several competition goals require entries must use at least one of the datasets provided for this contest, but you are free to use data from the official GovHack list or other datasets if their licensing terms permit usage for this purpose. You may also use any publicly accessible web services if it does not incur a financial cost to use (private and subscription APIs are prohibited due to licensing issues and barrier to entry).

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You cannot use data you are the authority or a subject matter of.. That’s not in the spirit of the competition.

What to bring

The most important thing is to bring your GovHack Spirit of fun, friendship and helping others! GovHack is a friendly creative environment.

Tech and equipment

Most participants form teams and work together and allocate different tasks to different team members. For instance, you may be great at ideating and creating a marketing pitch through a storyboard. Another team member may mine data for the concepts so needs a computer and someone else could focus their energy on elements of a winning video. So not everyone needs a laptop.

Here are some of the things we’ve seen people using at GovHack.

Laptop Mouse and mousepad Adaptors and power cables (some may be supplied) Headphones USB thumb drives, external hard drives Phone and charger Drawing tablet and stylus Bluetooth adapter USB hub Camera or video equipment – although not required Wi-fi dongle – not required as venue has wifi, however please remember there may

be a high volume of users at critical times. Identification or Proof of Age card

Please label your belongings so we can return them to you if you leave them behind.

Can I leave equipment at the venue overnight? We discourage this, however recognise some people like to have their monitor at the events. Please be aware that you do this at your own risk and GovHack accepts no responsibility for any possessions left unattended at the venue.

The other stuff

GovHack is great fun, but it can also be an intense and stressful weekend at times. Bring what you need to stay productive and comfortable.

Comfortable clothing Ugg boots, fuzzy socks

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A jumper Music or podcasts Any data you’ve downloaded for the event, or notes you’ve made Your favourite snacks and drinks (we’ll provide main meals and healthy snacks!) A water bottle Glasses, if you need them for reading screens Pen, paper, post-its, notebook, coloured markers, your stationery drawer Business cards Any medications you may need Your wallet and keys

Internet access

Wyndham City will provide free WiFi. Details for how you can connect to the WiFi will be provided at your event launch. Your WiFi usage, including content downloads, may be monitored as part of general venue security, so please use the access provided with respect and avoid any illegal behaviour. Please make sure the laptops or computers you bring can connect via WiFi, or that you bring a WiFi dongle. Hardwired connections are not available at venues. Please be aware that during peak periods (4 to 5pm Sunday) internet connectivity may be slow. Please plan accordingly.

Food

At Wyndham GovHack we’ll be taking care of your food while you’re at GovHack, so all you need to bring along are any snacks you want.

Friday: Supper (finger food) Saturday: Breakfast, lunch, dinner Sunday: Breakfast, lunch

Special Dietary needs

If you have any special dietary needs, let us know on the ticket registration form (or contact us, if you forgot to when you registered) We’ll do our best to take care of you. Vegetarian, vegan and gluten-free options will be available for participants that have advised us, but we do need to know numbers so we can make sure there is enough for everyone.

Coffee

Wyndham City will have a barista on site on Saturday and Sunday for two hours in the morning and two hours in the afternoon.

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Head to https://govhack.org/handbook/ for more information including the GovHack Toolkit with links to:

Anatomy of a project Data science Data visualisation Geographic data Graph databases Kids who code Making maps Mobile dev Project hosting Scraping Unstructured data Working with tabular data

If you have any questions, please contact the GovHack Wyndham team at govhack@wyndham.vic.gov.au