Hack the Hill III ยท Operations planning

Logistics capacity plan

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Inputs used

Current decision summary

Pool-funded cap (5-person steps) 465 Catered lunches, dinner, and merchandise only
Catering + merch spend $19,682 Within pooled budget
Merch items to order 510 465 hackers + 45 non-hackers; no spares
Firm pre-registrations 625 Confirmations, not acceptance offers

Current decision

Recommended operating plan

Capacity465 hackers

Funding model only; venue and staffing limits remain separate.

Food355 / 250 / 425

Saturday lunch, Sunday lunch, and dinner portions.

Admissions625 firm RSVPs

Use staged offers, no standby list, and walk-ins after the arrival cutoff.

Merchandise510 items

Exact recipient coverage before damage or size-exchange spares.

Capacity and budget

Catering and merchandise pool

Selected plan budget allocation
Pool itemAmount
Modeled spend by hacker cap

Compare hacker caps

Required catering and merchandise pool and orders by hacker cap
Hacker capRequired poolPosition vs configured poolMerchSat. lunchSun. lunchDinnerAction

Food and merchandise

Meal orders for 465 hackers

Meal assumption:

Catered meal order estimates
MealPortionsUnit cost after taxEstimated cost
Breakfast and snack serving targets (costs not included)
ServiceTarget servings

Merchandise coverage

Order quantity510 items

Exact coverage for all planned recipients.

Estimated cost$6,325.42

The first 122 hacker items receive the configured discount.

Optional unfunded buffer5-10 spare items

Add separate funding before promising damage or size-exchange coverage.

Historical demand beside the current plan

Historical demand rates and independent upper-bound portion ranges compared with the current HtH III target
ServiceHtH II hacker dinersHtH II hacker portionsExpected HtH III portionsOrder target

Admissions

RSVP turnout and walk-ins

Projected pre-registered arrivals
Projected arrivals and walk-in needs
BaselineShow rateFirm registrationsProjected arrivalsWalk-ins neededOperational result

Reconfirmation and walk-in runbook

  1. Offer release: Start with 775 offers, then use batches of 20-25 until the firm target is reached. Do not create a standby list.
  2. About 14 days before: close ordinary confirmation once the firm target is reached.
  3. About 7-10 days before: require reconfirmation and collect current dietary totals.
  4. At vendor lock: recalculate meal quantities from reconfirmations without exceeding the selected admission cap.
  5. Day of event: hold confirmed spots until the published arrival cutoff, then use walk-ins only against remaining capacity. Stop at the selected admission cap.
Admission stopNever exceed the selected 465-hacker admission cap.
Arrival cutoffPreserve confirmed spots until the cutoff, then admit walk-ins against counted capacity.
Admission ceilingAdmit at most 75 day-of participants.
Capacity priorityFill toward the selected cap. Turn away walk-ins or late arrivals once capacity is reached.