Editorial Team @ Vihaya Events
A college tech fest is one of the most exciting events a student can organise. It brings together the brightest minds, showcases innovation, and creates memories that last a lifetime. But organising a successful technical festival requires months of planning, coordination, and the right tools. This complete guide walks you through everything — from initial planning to post-event analysis.
Phase 1: Planning (3–4 Months Before)
Start by forming your core organising committee. Assign clear roles: Event Head, Technical Lead, Marketing Head, Sponsorship Head, Logistics Head, and Finance Head. Each person should have a defined scope and accountability. Set your budget early — even a rough estimate helps you make decisions about venue, events, and prizes.
Define your tech fest's identity: What's the theme? What events will you host? Common tech fest events include hackathons, coding competitions, robotics, paper presentations, project expos, workshops, and guest lectures. Pick 5–8 events that your college is strong in.
Phase 2: Sponsorship (2–3 Months Before)
Sponsorships are the lifeblood of a college tech fest. Start early — companies plan their CSR and marketing budgets months in advance. Create a professional sponsorship brochure with your event details, expected footfall, audience demographics, and sponsorship tiers (Title Sponsor, Gold, Silver, Associate).
Target tech companies, startups, cloud providers (AWS, Google Cloud, Azure all have student programs), and local businesses. LinkedIn is your best friend for reaching out to company representatives. Use your college alumni network — they're often the most willing to sponsor.
Phase 3: Event Registration Setup (6–8 Weeks Before)
Set up your online registration system early. Use Vihaya Events to create your tech fest event page with separate registration forms for each sub-event. This allows you to track registrations per event, manage team sizes, and collect participant data efficiently. The platform is free and designed specifically for college events in India.
Create a dedicated event website using Vihaya's AI website builder. Include the schedule, event descriptions, prize details, rules, FAQs, and contact information. A professional website builds credibility and helps with online registrations from other colleges.
Phase 4: Marketing (4–6 Weeks Before)
Your marketing strategy should be multi-channel. On social media, create Instagram reels, LinkedIn posts, and WhatsApp broadcasts. Design eye-catching posters and short video teasers. Reach out to tech communities, coding clubs, and student chapters (IEEE, ACM, CSI) at other colleges.
Use Vihaya Events' built-in WhatsApp marketing tool to send bulk messages to registered participants and prospects. Email marketing to previous year's participants is also highly effective. Don't underestimate offline marketing — posters in college canteens and hostels still work.
Phase 5: Logistics (2–3 Weeks Before)
Finalise your venue layout, internet infrastructure, power supply, and equipment. For a hackathon, ensure you have enough power strips, high-speed WiFi (and a backup), and comfortable seating for 24+ hours. Arrange food and refreshments — this is often underestimated and can make or break participant experience.
Prepare your volunteer team. Brief them on their roles, the schedule, and emergency procedures. Create a WhatsApp group for real-time coordination on event day.
Phase 6: Event Day Execution
Use Vihaya Events' QR code check-in system to manage entry efficiently. Assign 2–3 volunteers per entry point with the check-in app on their phones. This eliminates long queues and prevents fake registrations. Monitor attendance in real-time on your dashboard.
Have a dedicated problem-solving team (separate from volunteers) who can handle unexpected issues — technical failures, participant disputes, or schedule changes. Stay calm, communicate clearly, and always have a Plan B.
Phase 7: Post-Event (1 Week After)
Send thank-you emails to participants, sponsors, and volunteers. Share event highlights on social media. Analyse your registration data — which events had the most registrations? Where did participants come from? This data is gold for planning next year's fest.
Write a post-event report for your college administration and sponsors. Include attendance numbers, social media reach, and feedback highlights. This builds credibility for future sponsorship asks.
Ready to start planning your tech fest? Create your free event on Vihaya Events — the official ticketing partner for college tech fests across India.