Event Operations — Volunteers

ABOUT ROYALHACKS

RoyalHacks is Denmark's first national student hackathon. In April 2026 we ran the first edition at ITU with 62 participants, 5 university partners (ITU, KU, DMJX, AAU, and AU), 13 corporate partners, and funding from Tuborgfondet. RoyalHacks takes place over a weekend, and it's free for all university students to attend. We bring together students with an interest in digital technologies and give them 24 hours to invent an idea and turn it into a functional product. We're recruiting volunteers into our organizing team to help us plan RoyalHacks 2027, which will also take place in April. * Website: royalhacks.io * Our vision and mission statement:

WE'RE RECRUITING FOR:

• Marketing & Communications (Team Lead)
• Fundraising (Team Lead)
• Event Operations (Volunteers)

You're viewing the post for Event Operations. If another team fits you better, check our other listings, or mention it in your application and we'll route you.

THE ROLE

We're looking for volunteers to join our Event Operations team and help turn plans into a well-organized, memorable hackathon experience. You'll work across the practical side of running a large student event: coordinating volunteers, organizing food and materials, managing participant communications, securing in-kind partnerships, and making sure everything runs smoothly on event day. You'll take ownership of specific projects, collaborate with other teams, and see the direct impact of your work. We're looking for people who enjoy making things happen, solving practical problems, and working together to deliver something meaningful.

WHAT EVENT OPERATIONS WIL WORK ON

Event Operations team is responsible for the operational planning and delivery of RoyalHacks. You'll work closely with the other teams to make sure participants, volunteers, and partners have everything they need before, during, and after the event. Here is what you'll work on:

• Volunteer coordination. Help determine our staffing needs, recruit and onboard volunteers, define responsibilities, and create shift schedules, checklists, and a run-of-show document so everyone knows where they need to be and what they need to do.
• Participant experience and check-in. Plan the check-in process, prepare name tags, and work with our Tech & Automation team to make sure volunteers are comfortable using the tools and systems needed to welcome participants efficiently.
• Food and beverages. Help plan meals, snacks, coffee, and drinks for the event. Work on the budget, explore food donations and sponsorships, account for dietary requirements, and organize distribution throughout the weekend.
• In-kind partnerships. Identify and approach potential partners who can contribute food, drinks, gifts, and other goods or services. Help coordinate agreements and make sure we deliver on our commitments to partners.
• Participant communications. Plan when and how participants should receive important information, from registration reminders and pre-event instructions to announcements during the hackathon and follow-up communications afterward. You'll coordinate with Marketing & Communications, who will help create the messaging.
• Merchandise and event materials. Coordinate the production and ordering of items such as volunteer T-shirts, stickers, posters, banners, and other event materials. Help us find practical, creative, and budget-friendly solutions.
• Event-day experience. Help plan the final celebration, bringing together organizers, volunteers, judges, mentors, sponsors, and suppliers. Look for ways to make the experience engaging and welcoming for everyone involved.
• Continuous improvement. Work with Tech & Automation to test the judging system, identify opportunities to automate repetitive tasks, and improve our operational processes based on what we learned from the first hackathon.
• In-Kind Partnerships. Coordinate all in-kind partnerships for RoyalHacks, including food, drinks, merchandise, gifts, and other donated products or services. You'll manage the entire process, from contacting potential partners and following up on leads to negotiating contributions and finalizing agreements. Team members can suggest companies or share partnership leads, while you'll take ownership of the communication and coordination needed to turn these opportunities into confirmed partnerships.

You won't necessarily work on every area. We'll agree on your responsibilities based on your interests, skills, and learning goals, while making sure the team covers what needs to get done.

YOU'RE RIGHT FOR THIS ROLE IF YOU

• Enjoy organizing things, coordinating people, and turning ideas into practical plans.
• Are reliable, proactive, and comfortable taking ownership of tasks from start to finish.
• Can keep track of details, deadlines, and moving parts without losing sight of the bigger picture.
• Enjoy solving problems, adapting when plans change, and finding creative solutions with limited resources.
• Communicate clearly and work well with people from different backgrounds and teams.
• Are willing to reach out to external organizations and companies when working on partnerships or donations.
• Care about why RoyalHacks exists and want to contribute to a more innovative and inclusive tech community.

You don't need previous event-management experience. We're interested in people who are motivated to learn, contribute, and take responsibility. Whether your interests lie in logistics, project coordination, partnerships, event planning, or operations, there is room to shape your role around what you want to develop.

WHAT YOU'LL GAIN

• Hands-on experience planning and delivering a national student hackathon, from preparation to event-day execution.
• Practical experience in project coordination, logistics, volunteer management, supplier relationships, and event operations.
• The opportunity to take ownership of real projects and see them through to completion.
• Experience collaborating across teams, coordinating stakeholders, and solving problems in a fast-moving environment.
• A network of ambitious students, organizers, companies, and professionals in the Danish tech community.
• The opportunity to learn from other volunteers and external professionals who can share their experience and expertise.

HOW WE WORK TOGETHER

When you join RoyalHacks, we'll sit down and agree on a win-win arrangement: what you're responsible for, what support you need, and what you want to get out of the experience. You'll have the opportunity to own your projects, suggest improvements, and make decisions within your responsibilities. You'll also work closely with other team members and team leads, with support available whenever you need a second opinion or help solving a problem. We value accountability, ownership, open communication, and learning by doing. Mistakes are part of the process, and we want our volunteers to feel comfortable asking questions, sharing ideas, and trying new approaches.

TIME AND PLACE

You'll be involved with RoyalHacks from November 2026 to June 2027. We work both remotely and on location in Copenhagen. We hold regular team meetings and occasional in-person meetings and social events. We expect volunteers to participate actively in the team's work and communicate openly about their availability. All team members are expected to be present for the full RoyalHacks event weekend in March or April 2027. The expected commitment is approximately 8–10 hours per week, depending on your responsibilities. The workload will vary, with busier periods as we approach the main event.

HOW TO APPLY

Tell us a little about yourself, why you want to volunteer with RoyalHacks, and what interests you about Event Operations. We'd also like to know about any relevant experience you've had, whether through work, university, student organizations, volunteering, or personal projects. You don't need to have done everything before; we want to understand what you can contribute and what you'd like to learn. Please include your CV or LinkedIn profile and let us know about your availability between November 2026 and June 2027, including any commitments such as exams, work, or travel. Internal communications are in English. Both Danish and international applicants are welcome.