GPT/Agent Hackathon Playbook

Welcome to the GPT/Agent Hackathon Playbook! This guide is designed for team leaders looking to turn AI potential into measurable business value. If you're serious about leveraging AI to improve business processes, enhance decision-making, and unlock new efficiencies, hackathons can serve as a great first step to driving meaningful business transformation.

This guide is broken into four sections:

• What is a "Custom GPT" or an "Agent"? - A brief overview of GPTs and Agents.
• What is a GPT/Agent Hackathon? - An overview of what hackathons are and why they are valuable.
• GPT/Agent Hackathon: Checklist - A step-by-step guide for planning and running a successful event.
• GPT/Agent Hackathon: Example - A real-world example with practical takeaways to help you organize your own hackathon.

What is a "Custom GPT" or an "Agent"?

Custom GPTs and AI Agents are customizable AI assistants designed for specific tasks. They can take action, automate workflows, and assist users dynamically. Custom GPTs in ChatGPT and Copilot Agents in Microsoft Copilot are popular tools for hackathons, but several other platforms offer AI-powered assistants with similar capabilities. As agents continue to evolve, their definition and functionality may shift, but hackathons will remain valuable for pushing the limits of AI transformation.

What is a GPT/Agent Hackathon?

A GPT/Agent Hackathon is a hands-on, collaborative event where teams come together to brainstorm, build, and experiment with GPTs and Agents. It’s an opportunity to tackle specific use cases, prototype solutions, and develop AI-driven innovations that deliver immediate business value.

Hackathons are a great way to spark creativity, encourage teamwork, and help participants gain a deeper understanding of AI. Some projects evolve into real-world solutions that can be refined and implemented beyond the event, while others serve as valuable learning experiences that inspire future innovation. Regardless of the outcome, a hackathon is a great way to step away from the usual routine, take on creative challenges, and exchange ideas with others.

Hackathons can be tailored to different groups—whether by team, division, role, or open to anyone interested. They typically last 2 to 4 hours and work best with 20 to 75 participants.

What's in it for the Hosting Team?

• Rapidly Prototype AI-driven Solutions: Quickly develop AI-driven solutions that deliver immediate business value.
• Identify AI Opportunities: Gain insights, capture lessons learned, and leverage outputs to inform and drive future AI initiatives.
• Share and Scale Innovation: Share successful AI applications across teams to inspire adoption and accelerate impact.
• Talent Development: Strengthen AI skills and enhance overall AI literacy, enabling teams to stay ahead in a quickly emerging and growing space.

What’s it in for Participants?

• Develop Practical Applications: Tackle real business challenges and create AI-driven solutions that drive meaningful impact.
• AI Skill Development: Get hands-on experience with GPTs and Agents to gain a deeper understanding of how they work.
• Team Building and Networking: Step away from the daily routine to collaborate with others, share ideas, and strengthen relationships.

GPT/Agent Hackathon: Checklist

1?? Scope and Format (4-6 Weeks Before the Event)

Determine Roles and Responsibilities for Hosting the Event:

• Executive Sponsor: Provides overall support and leadership for the event.
• Program Manager: Oversees the event details and execution.
• Coordinator: Manages event logistics, scheduling, and provides overall support for the event.
• AI Consultants (Optional): Offers guidance during event planning, conducts pre-event training sessions, and provides expert support on the day of the event. For organizations with enterprise AI teams, this is a great opportunity to support AI enablement. In the absence of AI support staff, hackathons can be self-organized!

Define Goals: Establish goals for the hackathon. For example: prototype business solutions, increase AI literacy, and identify use cases for future development.

Identify Participants: Determine the number of attendees and their experience levels. Ideal size is 20-75 participants. Less experienced attendees can benefit from a learning session prior to the event to get familiar with custom GPTs/Agents.

Details, Format and Agenda:

• Use Cases: Do you want to focus on specific use cases or do you want to keep it open-ended for broader exploration? We recommend pre-defining use cases to ensure a focused and intentional event. If doing so, we recommend pre-assigning groups and selecting group leads. To determine use cases, you can either facilitate a brainstorming session or have leads define them. In either case, we suggest identifying relevant knowledge sources for each use case in advance to maximize productivity during the session.
• Breakout Groups: Do you want pre-assigned groups or do you want participants to self-organize? Pre-assigned groups tend to work best. Encourage teams to come up with creative team names!
• Competitiveness: Do you want it to be competitive? Do you want prizes? Attendees like light-hearted competition! Creating a Hackathon Winner GPT that picks a “winner” is a friendly way to evoke competition.
• Training (optional): Do you want to host a learning session prior to the event to educate participants on how to create GPTs/Agents? Hosting an optional learning session is recommended. Some teams have added 30 minutes at the beginning of the hackathon to provide training, but that can stretch out the event.
• Rough Agenda: 2-4 hours is recommended (e.g., Kick-off (15 min),?Working Session (90 min),?Show and Tell (50 min),?Winners Announced (10 min),?Closing Remarks (10 min)).
• GPT/Agent Use Case Submission Form: How are you collecting submissions? Create a spreadsheet for teams to submit their completed GPTs/Agents during the event. Include the GPT/Agent title, description of what it does, how it works, and who it benefits. This can serve as an artifact to reference after the event.

Logistics:

• Set the date, time, and location.
• Secure venue and finalize technology and facility needs (Wi-Fi, microphones, screens, seating arrangements).
• Arrange catering (optional).
• Send invitations and confirm attendance.

Communications: Send a message to all participants outlining the expectations, event details, goals, and pre-work.

Next Steps:

• Executive Sponsor: Send communication to staff.
• Program Manager: Adjust based on approach. Assign breakout groups, assign a lead for each group, have each lead identify a use case, and ensure each lead is prepared and has identified their use case (and corresponding knowledge sources) ahead of the event. Work with the Coordinator to refine the agenda and build a slide deck for the event.
• Coordinator: Logistics (book conference room, order catering, coordinate AV and facilities needs, obtain prizes (optional)), Scheduling (send calendar invites and confirm attendance), work with Program Manager to refine agenda and build a slide deck for the event, create a Hackathon Winner GPT (optional), and create?the GPT/Agent Use Case Submission Form.
• AI Consultants: Work with Coordinator to schedule an optional pre-event session on how to build GPTs/Agents. Be available for support during the planning and use case generation phase.

2?? Pre-work (2 Weeks Before the Event)

Check-in with the planning team two weeks before the event.

Communications: Ensure communications have been sent out to all participants.

Use Cases: If having pre-defined use cases, make sure use cases have been determined and knowledge sources for each use case have been identified prior to the event.

Breakout Groups: Ensure breakout groups have been established if having pre-defined groups.

Training (Optional): Ensure a training session on how to create GPTs/Agents is scheduled with the AI Consultants (attendance is optional).

Logistics: Ensure all scheduling and logistical action items have been completed.

Agenda & Run of Show Check-in: Ensure the agenda, slide deck, GPT/Agent Use Case Submission Form, and Hackathon Winner GPT (optional) is complete.

Next Steps: Determine any outstanding action items

3?? Day Of

Here is an example of a Day Of Agenda

• Kickoff (15 min): (Executive Sponsor) Opening remarks. (Program Manager) Overview of the event, objectives, groups, use cases, and announce prizes for the winners.
• Working Session (90 min): Build time. AI Consultants available for help. GPT/Agent Best Practice guidelines are placed on desks. 10 min warning to remind participants to fill out the?GPT/Agent Use Case Submission Form.
• Show and Tell (50 min): Each group will identify a presenter. Each group will have 4 min to present (1 min of buffer time). Present in order as listed on the GPT/Agent Use Case Submission Form. Be crisp. The next group should be ready to go while the prior group is presenting.
• GPT Picks a Winner (10 min): A Hackathon Winner GPT will pick the best GPT created. Prizes will be awarded.
• Closing Remarks (10 min): Executive sponsor to share closing remarks.

4?? Follow Up & Next Steps

• Recap the event, record GPTs/Agents created, and document lessons learned. Share the recap with participants and AI Consultants.
• Determine which GPTs/Agents warrant further exploration or development into scalable solutions.

GPT/Agent Hackathon: Example

The Communications Division is planning a GPT/Agent Hackathon for their team as part of a 3-day retreat. They want to dedicate a 3-hour session to this event. While some staff are using AI for general productivity, there hasn't been a focus on applying it to broader business needs. The primary goal is to identify ten practical AI use cases and develop prototypes that address key business challenges.

Given their demanding schedules, many staff members have not had the opportunity to deeply explore AI. As a secondary goal, the session aims to enhance AI literacy by encouraging experimentation and enabling hands-on learning.

1?? Scope and Format (4 Weeks Before Event)

The following details were decided during a one-hour scoping call led by the AI Consultants.

Determine Roles and Responsibilities for Hosting the Event:

• Executive Sponsor (Kate): Provides overall support and leadership for the event.?
• Program Manager (Bill): Oversees the event details and execution.
• Coordinator (Jared): Manages event logistics, scheduling, and provides overall support for the event.
• AI Consultants (Susan, Mike): Offers guidance during event planning, conducts pre-event training sessions, and provides expert support on the day of the event.

Define Goals:

• Identify and develop ten practical AI use cases that can be refined into practical solutions.
• Build prototypes to optimize five manual, time consuming, and resource intensive business processes.
• Step away from daily routines to gain hands-on experience and enhance the understanding of AI tools.
• Strengthen teamwork and inspire creativity in a fun and engaging way.

Identify Participants: Entire Communications Division (50 participants). The level of familiarity with GPTs/Agents varies.

Details, Format, and Agenda:

• Use Cases: Each group will have a designated team lead who is responsible for selecting a relevant use case and identifying key knowledge sources ahead of the event. Teams will gather any necessary resources in advance to ensure a productive working session.
• Breakout Groups:?Participants will be organized into ten groups of five, based on job function. Teams are encouraged to come up with creative team names!
• Competitiveness: A GPT will be built to select a winner. It will be fun and whimsical. Prizes will be given out to the winners!
• Training:?An (optional) training session on how to build GPTs/Agents will be available prior to the session. The AI Consultant will host the session and will schedule the event with the Coordinator.
• Rough Agenda (3 hours): Kick-off (15 min),?Working Session (90 min),?Show and Tell (50 min),?Winners Announced (10 min),?Closing Remarks (10 min)

• GPT/Agent Use Case Submission Form: An excel spreadsheet will be created for teams to submit their completed GPTs/Agents during the event.

Logistics:

• Date/Time/Location: August 3rd, 9 AM - 12 PM, Conference Room
• In-person or Remote: Session is primarily in-person. Remote participants can dial-in and self-organize with their breakout groups.?
• Catering: Brunch is provided.
• AV/Facilities Needs:?2 handheld mics for presentations, calendar invite to be sent with a Teams link, a screen with video sharing capabilities (multiple attendees will present), 10 tables with 5 chairs at each, space for catering.

Communications: Send a message to all staff informing them about the event, including key details on its purpose, goals, and logistics. The message should also outline any required pre-work, such as expectations for breakout groups and available training opportunities before the event.

Next Steps:

• Executive Sponsor (Kate): Send communication to staff.
• Program Manager (Bill): Break attendees into groups (10 groups of 5), assign a lead for each group, have each lead identify a use case for their group, ensure that each lead is prepared and has identified their use case (and corresponding knowledge sources) ahead of the event. Work with Coordinator to: refine agenda, build a deck for the event (agenda slide, goals/context setting, breakout groups/seating chart).
• Coordinator (Jared): Logistics (book conference room, order catering, coordinate AV and facilities needs, obtain prizes), Scheduling (send calendar invite to participants), work with Program Manager to refine agenda and build a slide deck for the event (agenda slide, goals/context setting, breakout groups/seating chart), create a Hackathon Winner GPT, and create?the GPT/Agent Use Case Submission Form.
• AI Consultant (Susan, Mike): Work with Coordinator to schedule an optional pre-event session on how to build GPTs/Agents. Be available for support during the planning phase.?

2?? Pre-Work (2 Weeks Before Event)

Check-in with the planning team two weeks before the event.

Communications: Communications have been sent to participants.

Breakout Groups and Use Cases:

• Ten groups of five have been established. A lead and topic area has been assigned to each group. Each lead has identified the knowledge sources that will be referenced when creating their GPTs/Agents.
• Topic Areas are: Exec Memo Drafting, Survey Analysis, Event Planning, Comms Team Support Agent, Storyboarding and Creation,?Misinformation Language Detection, Brief Generator, Social Media Content Generator, Press Release Drafting, Internal Newsletter Assistant.

Training: AI Consultants will provide a training session on how to create GPTs/Agents one week before the event. Attendance is optional.

Logistics: All scheduling and logistics action items have been completed.

Detailed Agenda: A detailed agenda has been determined and is outlined in the Day Of section.

Next Steps: Ready to go!

3?? Day Of

• Kickoff (15 min): (Executive Sponsor) Opening remarks. (Program Manager) Overview of the event, objectives, groups, use cases, and announce prizes for the winners.
• Working Session (90 min): Build time. AI Consultants available for help. GPT/Agent Best Practice guidelines are placed on desks. Brunch available at 10:00 am. 10 min warning to remind participants to fill out the GPT/Agent Use Case Submission Form.
• Show and Tell (50 min): Each group will identify a presenter. Each group will have 4 min to present (1 min of buffer time). Present in order as listed on the GPT/Agent Use Case Submission Form. Be crisp. The next group should be ready to go while the prior group is presenting.
• GPT Picks a Winner (10 min): A "Winner GPT" will pick the best GPT created. Prizes will be awarded.
• Closing Remarks (10 min): Executive sponsor to share closing remarks.

4?? Follow Up & Next Steps

• Program Manager recaps the event, GPTs/Agents created, and lessons learned. Recap is shared with participants and AI Consultants.
• The Support Agent and Memo Writing Agent were determined to show great potential. Cycles were dedicated to build these solutions more fully, with the intent of incorporating them into the rhythm of business.

5?? Roles and Responsibilities Summary

Executive Sponsor: Kate

• Pre-work: Send communication to staff.
• Day of: Provide opening and closing remarks. Participate in the event!
• Follow-up: Provide feedback to AI Consultants on the event. Share outcomes with other teams. Prioritize use cases for further development.

Program Manager: Bill

• Pre-work: Break attendees into groups (10 groups of 5), assign a lead for each group, have each lead identify a use case for their group, ensure each lead is prepared and has identified their use case (and corresponding knowledge sources) ahead of the event.?Work with the Coordinator to refine agenda and build a deck for the event.
• Day of: Present agenda and breakout groups. Participate in the event!
• Follow-up:?Recap the event, document GPTs/Agents created, and capture lessons learned. Share them with the team and AI Consultant.

Coordinator: Jared

• Pre-work: Take care of all of the logistics and coordination activities leading into the event. Work with Program Manager to refine agenda and build a deck for the event. Obtain prizes. Create a Winner GPT. Create GPT/Agent Use Case Submission Form.
• Day of: On-point for day-of logistics (catering, seating, audio/visual needs), ensure each team fills out the GPT/Agent Use Case Form prior to the end of the working session, direct people who come late/leave early, facilitate during the "Show and Tell" section.
• Follow-up: None

AI Consultant(s): Susan, Mike

• Pre-work: Provide consult leading into the event, provide pre-event training sessions.
• Day of: Provide handouts on GPT/Prompting best practices, provide day-of support, assist Program Manager and Coordinator as needed
• Follow-up: Collect recap and documentation of GPT/Agents created from the Program Manager. Document observations from the event and share with the enterprise team.