We have designed CycleHack to be an open movement that is founded on a pro-active & collaborative attitude.
Over the years we’ve created a series of rules to make sure everyone is on the same page and that we maintain an open and friendly platform for all CycleHackers. Here at CycleHack HQ we provide the opportunity, platform and tools to be part of the CycleHack Global Movement, and while we do not have too many rules and polices, we have put some in place that we are strict about.
We review these rules and policies with our community annually and ask for input on updating them. These are a collaborative set of values that we all share.
The CycleHack Ethos & Basics
CycleHack is an Open Movement:
Your local CycleHack Event should be open to everyone and welcome all communities with an interest in cycling of any kind. Read more...
Collaboration is what makes CycleHack work. We have designed CycleHack to be platform where people from all backgrounds, expertise and skill-sets can come together and prototype new ideas that reduce the barriers to cycling. It is important that you and your team remain open and impartial.
Join & Take Part in the Community & Online Platforms:
We use our Website and Slack to communicate and share resources / important files. Read more...
Slack is an online collaboration tool that you can access in a browser, on your phone and download to your desktop. It makes it easy to connect and talk with people and costs you nothing.
Within Slack you will find notices for all organisers and we hope you will be active on there. We want you to be part of these platforms and we would invite you and your team to interact with us & other organisers on them.
This discussion forum is a great resource for any questions about the event, and really helps first-time organisers. It also helps cities to share their plans with each other, and saves organisers time in the long run
Not for Profit:
The Global CycleHack Event is a volunteer led initiative and is not for profit. Read more...
Your local CycleHack Event must not be used to make money or raise funds for a charity or other organisation.
A local CycleHack Event should not be designed around a specific challenge. Read more...
We encourage all events to remain open to all types of barriers and solutions to be developed by participants. The Global CycleHack Event is a bit different to other hackathons where there is one challenge, instead, we like to remain open.
CycleHack HQ considers the primary license holder the primary organizer of a local CycleHack Event. Read more...
If this is found to not be the case, CycleHack reserves the right to revoke or not renew a license. Licensees under the age of 18 must have a supervising adult co-organiser listed on their application.
Your Global CycleHack Event license is only valid from the date upon which you accept our terms and conditions until the conclusion of the Global CycleHack Event that year. Read more...
CycleHack HQ reserves the right to terminate your license at any time if you should breach any of the terms outlined in the licence or any other reason in CycleHack Ltd’s sole discretion.
Local CycleHack Events
We encourage local CycleHack Events to run through our 2.5 day agenda. Read more...
If your team of event organisers cannot make this happen, we do allow for shorter events to take place. If you are concerned about the agenda and are unable to stick to the 2.5 day format, we can help you work out other options to suit your event, while still allowing participants to register, prototype and test ideas, and upload to the CycleHack Catalogue.
We encourage local CycleHack Events to translate of our tools and guides into local languages. Read more...
Feel free to ask us for our source files so you can translate and edit easily.
You can charge an attendance fee for your local CycleHack Event, although the profits gained must go towards event and operating costs only. Read more...
We recommend that you keep any admission fee to a minimum in order to appeal to as wide a variety of participants as possible. Tickets cannot be priced higher than $100 USD. (including any third-party ticketing process fees)
We suggest having a ticket type for students / unemployed at a lower rate or free of charge. We also recommend that you add a ‘If the ticket price is a problem or barrier for you, contact us and we'll figure something out’ note within your ticketing process and help people attend if you do charge for attendance.
Your Local CycleHack Event must happen in the city / place in which you applied for and received your license. Read more...
If you wish to change the city / place in which you will host your local CycleHack Event you must contact CycleHack Ltd directly.
Attendance and size:
Your event can be any size from 2 people to over a 100. Read more...
Local CycleHack Events can be hosted at any scale and focus on different geographic levels from one street to a whole city. We recommend that, if you haven’t attended or hosted a CycleHack Event before, you keep the number of participants small in your first event (2 - 20 participants).
Local CycleHack Events that are components of the Global CycleHack Event can only be hosted within the allocated dates. Read more...
The success of the Global CycleHack Event lies in that it is a celebration of all things CycleHack and brings our entire community together. We advocate that if there is a local festival or event that you want to align with to get more visibility / attendees then please work together. However, if the main festival or event wants to run a CycleHack Event outside of the given dates, you must contact us for a separate license.
We recommend you run your local CycleHack Event with or in partnership with an agency or venue who can cover insurance for the event. Read more...
If your local CycleHack Event is small and designated in your local legislation as a 'gathering' then do seek out if you are required to have a specific permit. In addition, if you’re concerned about insurance and liability you may want to consider making use of a waiver that clearly states that you claim no responsibility and that participants sign.
CycleHack Ltd takes no responsibility for incidents that may happen during the Global CycleHack Event but it is our duty to ensure you find out if your venue is safe for all and, if needs be, covered by insurance.
Overall though - we ask you to create a safe and secure premises and activities for your CycleHackers. We care about everyone that takes part.
CycleHack Open Source Catalogue:
Make sure your participants register to the CycleHack Open Source Catalogue during the first day of the Global CycleHack Event. Read more...
This registration process allows us to know who, and how many people are CycleHacking with us. It is also very important that you provide participants the opportunity to upload what they have worked on throughout the weekend by 5pm local time on the last day. We are looking for detailed descriptions along with photos and any links to videos or other files when uploading.
It is vital that you / your venue has internet access. If access to the internet isn't readily available/reliable in your city then speak to CycleHack HQ about other ways to capture your hacks from the weekend. Read more...
Internet access allows participants can register to the Open Source Catalogue, search for relevant content during the event and upload their work at the end of the weekend. Here at CycleHack HQ we also release important messages throughout the weekend, and need all organisers and participants to receive these.
Naming & Branding
The name of your local CycleHack Event must be linked to the place you are running it. Event Names are CycleHack + City / Place Name. Read more...
We do not accept names like CycleHack Canada, or CycleHack California, for example. We prefer CycleHack Toronto or CycleHack San Francisco. In the event multiple people submit an application to host a local CycleHack Event in the same location we will ask for a collaboration to take place.
Local CycleHack Event Logo:
Your logo design should adhere to the style made available through our branding pack template. Read more...
Your logo should include the CycleHack banner, ™ symbol, the current year and your local CycleHack Event name. Creating your event logo is a fun way to kick start the process of planning your event, and will allow you to begin spreading the event’s details.
Sponsorship & Funds
The Global CycleHack Event is a not for profit volunteer led initiative, and your event must not be used to make money or raise funds for a charity or other organisation. Read more...
All ticket sales and sponsor partnerships must go into the running of your local CycleHack Event only. If there is a surplus due to ticket sales and numbers over your expenses, we ask that you declare this to CycleHack HQ and use to invest into the next year’s event.
We do not currently have a prohibited sponsor list, however we ask you choose carefully and discuss sponsors with us if you have questions. Read more...
If you are looking for sponsorship to help gather resources for your event, we recommend that you reach out to local cycling related organisations, creative studios / organisations, tool libraries, art schools, etc. In our experience we have found that asking for resources, rather than financial donations, is an easier and more effective way to coordinate a successful event.
Sponsors are to have no editorial control over your content or programme. Read more...
While sponsors are a great way to gather the help needed to bring your local CycleHack Event to life, it is required that they do not interfere with the general CycleHack Event agenda. However please do invite them to speak, run a workshop or judge your event. Get them involved!
If you do receive direct financial sponsorship, where it is possible ask sponsors to pay vendors directly. Read more...
We recommend processing payments in this way to keep things as simple for organisers as possible.
Branded products can be given away but not sold at events. Read more...
Please discuss with CycleHack HQ if you do seek to sell products to cover your running costs. While giveaways are a great way to help bring your event to life and make it extra special for participants, prizes are not required. Some organisers may provide a token prize for 'best CycleHack', etc, although hosting your event as a competition should not overshadow the purpose of the event itself.
Website & Social Media
Do not purchase a domain name until your license has been approved by CycleHack HQ. Read more...
The URL of your website's homepage should be the name of your local CycleHack Event, e.g. cyclehackglasgow.com. The .com or .org top-level domain should be your first choice, followed by the top-level domain of your country (e.g., .pl for Poland). .org and .net should be your next choices.
Do remember we supply a CycleHack.com page for your event that we will upload your content to, however some CycleHack’s choose to have their own website.
When you purchase your local CycleHack Event URL you are, at your own cost, entitled to maintain and keep this but we ask that you do not ‘domain squat’. Read more...
In the interest of a growing community, we ask that you hand your URL over if you do not wish to run in the subsequent years.
We don’t require you to take down a site, we would ask that if someone seeks to run it post your involvement, you hand it over to them.
You should include all basic details of your local CycleHack Event as part of your online presence, along with all required info provided by CycleHack HQ. Read more...
This helps reduce the traffic to CycleHack HQ, and the number of times we are asked asked questions about the specifics of your event.
This should include:
- A link to the main CycleHack website.
- Information about the 2017 Global CycleHack Event.
- The Global CycleHack Event dates.
- A link to or an embedded online ticket office.
- The address of your venue space.
- Contact information for the primary event organiser.
- Footer text saying "This is an independent event hosted as part of the Global CycleHack Event and is operated under a license from CycleHack Ltd ™ "
You can find helpful boiler plate text about the Global CycleHack Event for inclusion in your website and social media platforms on the 2017 CycleHack Organiser Platform. (You will be provided a password upon sign-up)
Event profile webpage:
You are required to provide CycleHack HQ with all necessary information to build a profile of your event on the main CycleHack website. Read more...
This is mandatory and needed for the renewal of your license in future years. Only include links directly related to your local CycleHack event. You can submit all information via the Global CycleHack Event organisers platform found here.
The name of your Facebook account should mirror the name of your event. Set up your Facebook account as a "Page," not as a "Group" or "Profile." Read more...
Your local CycleHack Event logo must appear in your Facebook profile image. No sponsor logos are allowed. In the "Info" tab, include the 'About CycleHack' and ‘About Global CycleHack Event' copy.
Your Twitter account name must mirror the name of your Global CycleHack event. Read more...
If your event name exceeds the 15-character limit allowed for Twitter names, contact us at email@example.com with alternative suggestions such as your IATA / local airport code, which we must approve. You must use your official local CycleHack Event logo as your Twitter image. No sponsor logos are allowed.
Other social media channels:
All of the standard naming, sponsor and branding rules apply. Read more...
You may not display any unacceptable content associated with:
- Weapons manufacturers
- Ammunition companies
- Cigarette companies
- Online gambling organizations
- Sex-related businesses
Email lists you keep are only for communicating about the Global CycleHack Event and your local CycleHack Event. Read more...
Organisers do not have permission to make use of these lists to communicate any other content.
Social Media is a vital part of CycleHack and it is important that you and your team share your experience of CycleHack in a pro-active and positive way. Read more...
You and your team are required to maintain clean language and an open mind to all arguments and opinions. Please use #cyclehack to keep all communications in one place.
Please refer to your event the with official name provided and ensure boilerplate text is used for information CycleHack HQ. Read more...
Please use both the primary CycleHack logo from our branding pack, and your local CycleHack Event logo in press releases. You can find current press release information on the CycleHack Organiser Platform here.
These policies were reviewed and co-produced with CycleHack organisers around the world;
Matthew Lowell (Vancouver), Sarah Drummond (London), Jane Parker (sydney), Zoé Kruchten (Brussels), Marlies Deforche (Brussels), Max Seabrooke (Manchester), Gabriele Schliwa (Manchester), Susan Johnsen (Bergen), Kathrine Marthinsen (Bergen), Icnelly Pineda (Mexico City), Keira Anderson (Glasgow) & Johanna Holtan (Edinburgh)