When recruiting participants of a hackathon through an open application procedure, fairly large numbers of people need to be contacted to let them know whether their application was accepted and how the logistics planning should proceed from there on. For this latter issue, we have distinguished between participants that require full financial support for their travel and accommodation, people that require partial support, and people that are fully self-funded. Hence, there is a couple of different letters that needs to be sent more or less simultaneously. Here are two examples from two hackathons: