Foster the use of Hackathons in Collaborative Research Projects: Methodology, Experience Report and Lesson Learned

In recent years, the growing complexity of ICT projects and the increasing need for effective multi-stakeholder collaboration have prompted the search for innovative methods to enhance project outcomes. This paper proposes a structured methodology for integrating hackathons into the life-cycle of ICT collaborative multi-partner research projects. Drawing on our experience with the ECSEL Joint Undertaking AIDOaRt project, we demonstrate how a series of internally organized hackathons can serve as effective tools for fostering stakeholder engagement, accelerating innovation, and aligning project activities with strategic objectives. Our approach involves a clearly defined process comprising a pre-hackathon phase for challenge definition, intensive hackathon sessions for collaborative solution development, and a post-hackathon phase for iterative refinement. Quantitative analysis of challenge evolution and participant engagement, together with qualitative feedback from a questionnaire survey, reveals that iterative hackathon cycles not only enhance technical outcomes, such as rapid prototyping and tool integration, but also promote sustained collaboration among industry and academic partners. The paper concludes with risks, lessons learned, and practical guidelines to support the adoption of our hackathon-based methodology in multi-partner research projects, highlighting their potential to manage complexity, drive innovation in the ICT ecosystem, and foster continuous and effective collaboration among stakeholders.