Fencing Camp Checklist

A fencing camp needs more than a venue and a timetable. You need registrations, consent forms, dietary details, working equipment, a tested network, and a room that can be opened and used on time. This checklist puts the preparation in a practical order, from reserving the venue to setting up registration and game stations. Use it to spot the jobs that are easy to leave until the final morning, especially charging equipment, printing participant details, and testing the projector and network.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Reserve venue
Send invitations
2 people
Process registrations
2 people
Collect consent forms
2 people
Collect dietary requirements
Check contact details
2 people
Create the program and game rules
2 people
Inventory equipment
2 people
Confirm reservations
Test the network
2 people
Check games and accounts
2 people
Check the shopping list
2 people
Do the shopping
2 people
Charge equipment
2 people
Print participant list
Open venue
2 people
Set up tables
3 people
Set out chairs
3 people
Set up game stations
4 people
Connect the computers
4 people
Connect the network equipment
2 people
Test the projector
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set up the registration table
2 people
Hang decorations
2 people
Conduct a safety check
2 people

Event

Register participants
3 people
Give welcome briefing
2 people
Assign teams
2 people
Explain the game stations
3 people
Guide the first game round
4 people
Refill drinks
2 people
Distribute snack breaks
2 people
Resolve technical issues
2 people
Guide the second round of the game
4 people
Set up the dinner buffet
3 people
Serve dinner
4 people
Collect tableware
2 people
Guide the final round
4 people
Refill drinks
2 people
Handle prize ceremony
2 people
Check out participants
3 people

Aftercare

Shut down computers
3 people
Gather equipment
4 people
Wash dishes
3 people
Collect waste
2 people
Clean the venue
4 people
Put tables and chairs back
3 people
Check the equipment
2 people
Return borrowed items
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Tablesqty 8
Chairsqty 32
Registration desk
Waste binsqty 4

Equipment

Gaming laptopsqty 15
Computer miceqty 15
Gaming headsetsqty 15
Webcamsqty 4
Projector
Projection screen
Speakersqty 2
Microphone
Network Switchesqty 2
Wi-Fi router
Coolersqty 3

Cables and power

Network cablesqty 20
Extension cordsqty 10
Power stripsqty 10
Cable tiesqty 100
Label tapeqty 3

Tableware

Platesqty 40
Bowlsqty 40
Drinking glassesqty 40
Cutlery setsqty 40
Serving bowlsqty 8
Serving spoonsqty 4

Kitchen

Kettlesqty 2
Coffee maker
Cutting boardsqty 3
Kitchen knivesqty 3
Scissorsqty 3

Decorations

Buntingqty 4
Tableclothsqty 8
Name badgesqty 35

Office

Markersqty 12
Whiteboard
Notepadsqty 35
Pensqty 40
Prizesqty 6

Cleaning

Dustpan and brushqty 2
Bucketsqty 2
Mopsqty 2

Catering

Groceries

Tips

Set a registration deadline at least 7 days before camp starts. Use the final list to check contact details, consent forms, and dietary requirements before printing the participant list.
Finish the equipment inventory 2–3 days before the event, not during setup. Charge gaming laptops, test mice, headsets, webcams, speakers, and the microphone before packing them.
Test the complete network setup at least 24 hours in advance. Connect the router, switches, cables, and computers as they will be used, then check every game and account.
Allow 60–90 minutes for venue setup. Arrange tables and chairs first, then connect power and network equipment, set up game stations, and test the projector before participants arrive.
Prepare drinks and snacks before opening registration. Chill drinks in the coolers and place plates, bowls, glasses, cutlery, serving bowls, and serving spoons where they can be reached without blocking the registration desk.

Frequently asked questions

How far in advance should I organise a fencing camp?: Reserve the venue and send invitations at least 6–8 weeks before the camp. Set the registration deadline 7 days before the event so you have time to process registrations and collect missing forms.
When should I collect consent forms and dietary requirements?: Request both when participants register, then check the information again 7 days before the camp. Contact anyone with missing details within 2–3 days so the final participant list is accurate.
How long does fencing camp setup take?: Plan for 60–90 minutes at the venue, plus extra time if the network has not been tested beforehand. Open the venue early enough to set up tables, chairs, game stations, cables, computers, and the registration desk without rushing.
When should I test the computers and network for camp?: Run a full network and game test at least 24 hours before the event. On the day, allow 15–20 minutes for a final check of connections, accounts, projector, audio, and charged equipment.

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