Organizing a hackathon and managing communication with participants can be streamlined through a simple front-end app built on Retool, utilizing Google Sheets for data management and SMTP for email sending. The app allows for quick customization and sending of emails based on participant data, such as names and segments, by using a user-friendly interface where users can drag and drop components to design their email manager. The process involves creating queries to pull data from Google Sheets, linking this data to email fields, and enabling email sending via Gmail. Users can enhance the app by adding features like email templates and dynamic content to personalize emails according to participant segments, all while ensuring email delivery is tracked and duplicates are avoided. This setup provides a flexible and efficient solution for communicating with a diverse hackathon audience, enabling organizers to maintain engagement and encourage event participation effectively.