People & Culture
The People & Culture Team keeps the volunteer experience running smoothly — from onboarding and the code of conduct to motivation, performance tracking, and recognition. You'll help build the culture that holds the whole team together, before, during, and after the event.
Before the Event
- Run the onboarding and orientation process.
- Explain and enforce the Code of Conduct throughout the volunteering period.
- Maintain the volunteer database.
- Plan the volunteers' motivation strategy.
- Prepare social gatherings and general meetings.
- Implement the performance management system constantly, including tracking and ensuring monthly submission of performance reports.
- Conduct the volunteer experience analysis process.
- Support committee leads in onboarding and integrating new volunteers into their teams.
- Strengthen communication channels between volunteers, committee leads, and the Board.
- Help establish criteria and mechanisms for identifying outstanding volunteers, and support recognition and reward initiatives.
During the Event
- Ensure the smooth operation of the hackathon.
- Handle volunteer shortages and manage reallocation when needed.
- Support volunteers with light activities to reduce stress and maintain motivation.
- Coordinate volunteer attendance and deployment across all committees.
- Monitor volunteers' well-being, motivation, and overall event experience.
After the Event
- Follow up and finalize the volunteer experience and feedback analysis process.
- Send thank-you emails to volunteers.
- Maintain records of volunteer participation, performance, and recognition outcomes.
Competition
The Competition Team designs and runs the Bootcamp and Hackathon programs — setting regulations and timelines, recruiting mentors, judges, and speakers, building the evaluation system, and analyzing past seasons to keep raising the bar.
Before the Event
- Set regulations, timeline, and agenda for the hackathon.
- Recruit mentors and judges for the hackathon.
- Design the Bootcamp manual.
- Set regulations, timeline, and agenda for the Bootcamp.
- Recruit speakers for the Bootcamp.
- Build a judge and evaluation system for the hackathon.
- Handle teams' filtration.
- Study the challenges before the hackathon.
- Prepare an analysis report of previous winning projects, highlighting key success factors, common strengths and weaknesses, trends in winning solutions, and opportunity/challenge areas to encourage in future seasons.
- Develop statistical insights from previous seasons.
During the Event
- Handle judges', mentors', and participants' inquiries.
- Run judges' and mentors' orientation.
- Manage teams' evaluations.
- Announce the winners.
- During the Bootcamp: monitor attendance, engagement, and overall session quality, and follow up with speakers to provide support when needed.
- Monitor mentors' engagement and support teams throughout the event.
After the Event
- Follow up with judges, mentors, and participants for comments and feedback.
- Analyze feedback from judges, mentors, and participants.
- Send thank-you emails to all judges and mentors.
Logistics
The Logistics Team owns everything on the ground — venue layout, participant flow, room management, and the round-the-clock coordination that keeps the campus running smoothly throughout the hackathon.
Before the Event
- Plan the layout for the hosting campus considering the competition team requirements.
- Plan the participants' flow during different phases of the hackathon.
- Plan the rooms management system in collaboration with the registration team.
- Plan the opening and closing participants flow in collaboration with the technical team.
- List any needed materials in collaboration with materials and technical teams.
- Contribute to planning and designing the hackathon's operational manual.
During the Event
- Arrange the hosting area according to the plan.
- Prepare facilities rules and guidelines.
- Manage participants' flow.
- Manage participants' rooms.
- Manage participants' sleepover process.
- Maintain full awareness of everything across the campus in order to guide and direct participants whenever they ask for help.
- Manage on-site communication with participants and maintain control over participant flow around the clock (24/7).
After the Event
- Check facilities conditions.
- Empty the rooms and clear the university after the closing ceremony, then guide participants toward the gate and the transportation pickup areas.
Marketing
The Marketing Team builds awareness, drives engagement, and shapes how NASA Space Apps Cairo is experienced before, during, and after the hackathon. Regardless of your selected area, you'll be considered a marketer first — everyone contributes ideas, supports different activities, and collaborates to hit the team's goals.
Before the Event
- Prepare and execute marketing campaigns across all social media platforms.
- Plan the hackathon marketing timeline in coordination with other teams.
- Brainstorm creative campaign ideas and themes while supporting the event's branding and identity.
- Increase awareness and reach audiences across Egypt.
- Promote the value, opportunities, categories, and challenges of NASA Space Apps Cairo in an engaging way.
- Announce partners, sponsors, speakers, mentors, and key updates.
- Coordinate with media partners and maintain a presence with Space Apps Global.
- Engage with the community through comments, messages, and official channels.
- Contribute to competitor analysis and monitor emerging marketing trends, tools, and industry best practices to improve marketing strategies.
During the Event
- Cover and highlight key moments, stories, and experiences throughout the hackathon.
- Create and publish engaging real-time content across different platforms.
- Contribute to building a memorable image and experience for participants and visitors.
- Maintain active community engagement and communication.
After the Event
- Share event highlights, statistics, achievements, and success stories.
- Thank participants, partners, sponsors, mentors, judges, and volunteers.
- Maintain engagement with the NASA Space Apps Cairo community throughout the year.
Branding
The Branding Team defines the season's look and feel and makes sure every visual — digital or printed — consistently represents the identity of NASA Space Apps Cairo, supporting Marketing and Multimedia along the way.
Before the Event
- Plan and design the new season theme.
- Get all the data from the previous leads.
- Design all the needed digital and printed materials.
- Support marketing campaigns with all the needed designs.
- Support the multimedia team with design assets.
- Design an innovative decoration of the hackathon venue.
- Ensure all visual communications consistently represent the organization's identity, including typography, color usage, and overall design.
During the Event
- Ensure visual identity consistency across all channels.
- Support the marketing team with all needed designs for Bootcamp and hackathon coverage.
After the Event
- Support the marketing team with after-hackathon campaign designs.
- Archive branding assets and maintain organized design files, templates, and brand resources for future reference.
Website
The Website Team maintains and enhances the platforms and dashboards that power the event — improving stability and performance, shipping new features like the Online Store, and keeping the registration portal reliable during high traffic.
Before the Event
- Maintain and enhance the existing platform to improve stability, performance, and user experience.
- Fix reported bugs and optimize the current system to ensure reliability during high traffic.
- Develop and integrate new features for the season, including the Online Store and other planned platform enhancements.
- Update the website with the new season branding, content, and theme.
- Prepare the platform for the season launch, including testing and deployment.
- Collaborate with other teams to implement any required technical solutions before the event.
- Contribute to the development of dashboards and internal systems.
During the Event
- Manage and monitor the participant registration portal to ensure a smooth registration process.
- Provide technical support and resolve any issues affecting the platform during the event.
- Coordinate with the Marketing and Public Relations teams regarding website updates, announcements, and registration campaigns.
- Monitor system performance and quickly respond to incidents to maintain platform availability.
- Maintain live dashboards and ensure real-time data accuracy.
- Support the team flow and distribution process through the platform.
After the Event
- Archive event data and ensure proper backup of all platform records.
- Generate post-event analytics and usage reports.
- Perform platform maintenance and prepare systems for the next season.
Technical Operations
The Technical Operations Team runs the event's technical backbone — AV, internet, power, sound, and room setup — plus venue coordination and the opening and closing ceremonies, with backups ready to keep everything running.
Before the Event
- Prepare the hackathon's technical requirements list.
- Communicate with host representatives.
- Facilitate reservations with host representatives.
- Handle host inquiries and help resolve any venue-related issues.
- Manage rooms and facilities to meet competition and participant needs.
- Plan the opening and closing ceremony.
- Design a technical plan for the hackathon.
- Cover AV equipment, internet, power, and room setup as part of the technical plan.
- Plan and set up reliable WiFi and internet connectivity to cover all areas and the expected number of participants.
- Manage the sound system end to end, from defining requirements and specifications to setup, testing, and ensuring quality.
- Plan and prepare technical backups (power, internet, and equipment) to keep operations running if anything fails.
During the Event
- Manage the opening and closing ceremony.
- Handle judges, mentors, and participants' technical inquiries.
- Manage rooms and facilities.
- Communicate with host representatives and handle their inquiries.
- Monitor WiFi and internet connectivity throughout the event and resolve any connection issues quickly.
- Operate and monitor the sound system across all sessions and ceremonies, ensuring consistent audio quality.
- Keep technical backups ready and switch to them immediately when needed to avoid disruptions.
After the Event
- Conduct a host facilities harm check.
Multimedia
The Multimedia Team captures the story of the season through photography, videography, and motion graphics — planning coverage, shooting the two-day hackathon in full, and delivering the reels, videos, and albums that bring the experience to life.
Before the Event
- Produce a video promoting the hackathon.
- Support the marketing team with all needed videos and motion graphics during publicity.
- Plan and design the hackathon's media coverage.
- Prepare shot lists, interview plans, production schedules, and equipment requirements.
During the Event
- Work on a two-day hackathon with full coverage.
- Direct and produce the closing video.
- Manage the photo booth for the official photo of the volunteers and participants.
- Take the needed shots for social media campaigns and press releases.
- Cover all needed interviews with VIPs, speakers, and sponsors.
- Edit all photos and manage files.
- Deliver the edited photos to the Marketing Team.
- Deliver 1 Reel of the day covering the day (Hackathon + Bootcamp).
- Deliver the Volunteer Video to be shown in the Closing.
After the Event
- Finalize the closing video to be ready for publishing on our platforms.
- Finalize the photo editing for social media albums.
- Upload all photos of the events.
- Upload all required videos for social media.
- Support media storage and backup procedures to keep all photos, videos, and project files organized and safe.
Materials & Supplies
The Materials & Supplies Team sources, prepares, and manages every physical item the event needs — printed materials, kits, giveaways, food, and beverages — making sure everything is ready, distributed, and accounted for.
Before the Event
- Prepare an itemized list of the needed materials to be purchased to fulfill rooms and teams' needs.
- Prepare printing requirements and needs for stage, certifications, registration, halls, and rooms.
- Prepare welcome packs and kits.
- Select suppliers based on quality, price, and speed.
- Prepare quotations for the requirements list.
- Prepare a list of all available old materials.
- Prepare cost comparisons alongside quotations for the requirements list.
During the Event
- Responsible for distributing volunteers' t-shirts & kits.
- Follow up on all printed materials and giveaways.
- Responsible for covering all materials needed outside and inside the venue.
- Supervise and ensure food servings, setup, seamless supply, and service.
- Distribute food kits and beverages to volunteers and participants.
- Meet the appeal from any other team.
After the Event
- Gather all the materials from the venue.
- Responsible for transporting and storing the materials.
- Prepare a list with all valid materials.
Public Relations & Partnerships
The PR & Partnerships Team secures the sponsorships, partnerships, and media coverage that make the event possible — from fundraising and outreach to handling press, VIPs, and public figures before, during, and after the hackathon.
Before the Event
- Get a handover from the previous year's board about the earlier deals.
- Identify Space Apps Cairo season needs and prepare the fundraising plan with a timeline to fulfill event needs (transportation, catering, logistics, awards, etc.).
- Prepare a list of targeted sponsors and partners.
- Keep a database to facilitate communication between us and other parties (companies, non-profit organizations, key speakers, trainers, and VIPs).
- Make initial contacts with potential sponsors and partners through emails, phone calls, and meetings.
- Target public figures to attend the event.
- Contact the press and media to familiarize them with the program.
- Prepare press releases to spread them to the press and media.
- Before the event, meet the targets for articles, radio, and TV interviews.
- Support the design of sponsorship packages and tiers that clearly outline what sponsors receive in return for their support.
- Support negotiation and finalization of partnership agreements and contracts.
- Track fundraising progress against targets throughout the season.
- Coordinate outreach to universities, tech communities, and student organizations across Egypt.
During the Event
- Handle the speakers, press, media, and VIPs on site.
- Prepare for the event's press conference.
- Follow up with sponsors and partners, focusing on their satisfaction.
- Monitor sponsor and partner activations (branded booths, logo placements, speeches) to ensure contractual obligations are met.
After the Event
- Follow up with sponsors and partners.
- Get feedback from sponsors and partners, focusing on their satisfaction.
- Help prepare a post-event impact report for sponsors showing what they received in return for their support (media coverage, logo exposure, audience reach, etc.).
Store
The Store Team delivers a seamless shopping experience for the community through both the online store and the on-site merchandise booth. We're looking for people passionate about art and design — with backgrounds in creative work, content writing, ads, operations, or marketing. You don't need to master them all, just be curious and eager to learn. This is the core team that owns the e-commerce platform end to end, with support from our specialized teams along the way.
Before the Event
- Assist in preparing and organizing the online merchandise store.
- Help with product listings, descriptions, and stock updates.
- Support inventory organization, product packaging, and merchandise preparation.
- Assist in planning the merchandise booth layout and product display.
- Support market and audience research to help identify product opportunities and define the product catalog (products, quantities, price points).
- Contribute design concepts and creative-brief input for products, in coordination with the Branding team.
- Own the e-commerce platform as the core team, coordinating with specialized teams (Website, Branding, Materials) for technical and production support.
- Bring a creative, hands-on mindset to product ideas, store storytelling, and how merchandise is presented to the community.
During the Event
- Set up and manage the on-site merchandise booth.
- Welcome participants and assist them in selecting products.
- Support the sales process and coordinate payment collection.
- Monitor inventory levels and restock products when needed.
- Maintain an organized, attractive, and welcoming booth throughout the event.
- Promote official NASA Space Apps Cairo merchandise to participants and visitors.
Beyond the Event (Year-Round)
- Continue managing and maintaining the online merchandise store throughout the season.
- Process online orders and coordinate packaging and delivery.
- Monitor inventory and update product availability regularly.
- Assist in launching new merchandise and seasonal collections.
- Collect customer feedback to improve products and the shopping experience.
- Analyze sales performance and identify opportunities for improvement.
- Support product launches, seasonal drops, and limited-edition releases to drive demand.
- Coordinate shipping, fulfillment, and vendor logistics for online orders.
- Help track sales, revenue, and inventory in coordination with the Treasurer.
