Game Development Camp Checklist and Planning Guide

A game development camp combines workshops, shared equipment, overnight arrangements and responsibility for young participants. Start with registrations, parent details, consent and medical information before booking the final schedule. Then secure the venue and sleeping rooms, coordinate meals, prepare projects and confirm that every laptop, license and network connection works. Use the checklist to keep communications, materials and room setup on track, especially during the final week before camp.

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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

Create the participant list
Send invitations
2 people
Process registrations
2 people
Check parent contact details
Collect dietary requirements
Collect medical details
Check consent forms
2 people
Send the program to parents
Send directions
Reserve venue
Reserve overnight rooms
Coordinate meals
2 people
Assign escorts
2 people
Prepare workshop content
4 people
Set up game projects
3 people
Check software licenses
2 people
Create accounts
2 people
Print handouts
Make name badges
Do the shopping
3 people
Collect equipment
2 people
Test equipment
3 people
Fill participant folders
2 people
Stock the refrigerators
2 people
Prepare sleeping areas
4 people
Set up worktables
4 people
Connect the computers
4 people
Set up the network
2 people
Install projector
2 people
Test presentations
2 people
Set up reception desk
2 people
Set up catering
3 people
Hang up the welcome sign

Event

Register participants
3 people
Bring luggage to sleeping areas
3 people
Explain camp rules
2 people
Assemble teams
3 people
Assign workstations
3 people
Give an introductory workshop
3 people
Serve snacks
2 people
Refill drinks
Serve dinner
4 people
Assign teams to projects
6 people
Provide technical support
3 people
Support the evening program
3 people
Escort participants to bed
4 people
Serve breakfast
4 people
Inspect workstations
2 people
Lead game design workshop
3 people
Serve lunch
4 people
Refill drinks
Lead the coding session
6 people
Provide the lunch break
2 people
Serve dinner
4 people
Supervise teamwork
6 people
Prepare evening snacks
2 people
Guide bedtime
4 people
Serve breakfast
4 people
Lead the graphic workshop
3 people
Serve lunch
4 people
Guide build setup
6 people
Facilitate playtests
4 people
Serve dinner
4 people
Improve projects
6 people
Practice presentations
3 people
Serve breakfast
4 people
Check the project planning
3 people
Lead final build session
6 people
Serve lunch
4 people
Prepare demos
4 people
Provide jury briefing
2 people
Serve dinner
4 people
Guide the final presentations
4 people
Present prizes
3 people
Take a final group photo
2 people
Serve breakfast
4 people
Hand out feedback forms
2 people
Have participants clean up
4 people
Gather luggage
3 people
Register checkout
3 people
Welcome parents
3 people
See participants off
4 people

Aftercare

Shut down computers
3 people
Take down work tables
4 people
Pack equipment
3 people
Wash dishes
3 people
Clean the kitchen
2 people
Clean sleeping areas
4 people
Collect waste
3 people
Hand over the venue
2 people
Return equipment
2 people
Clear away leftover groceries
2 people
Send participants' photos

What to bring

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

Furniture

Work tablesqty 12
Chairsqty 36
Office chairsqty 30
Reception desk
Foldable tablesqty 4
Coat racksqty 3
Storage cratesqty 12

Equipment

Laptopsqty 30
Computer miceqty 30
Headsetsqty 30
Webcamsqty 12
Projector
Projection screen
Speakersqty 2
Microphone
Wi-Fi routersqty 3
Network Switchesqty 3
Ethernet cablesqty 36
HDMI cablesqty 4
Power stripsqty 18
Extension cordsqty 12
USB sticksqty 12
External hard drivesqty 2
Laptop chargersqty 30
Spare batteriesqty 24

Computer supplies

Whiteboardsqty 4
Whiteboard markersqty 24
Sketchpadsqty 30
Pencilsqty 60
Erasersqty 30
Colored pencilsqty 12
Rulersqty 12
Notepadsqty 36
Ballpoint pensqty 60
Sticky notesqty 12
Name badgesqty 36
Participant foldersqty 30
Duct tapeqty 6
Cable tiesqty 100

Tableware

Drinking glassesqty 40
Coffee cupsqty 30
Platesqty 40
Bowlsqty 40
Cutlery setsqty 40

Kitchen

Refrigeratorsqty 2
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 2
Mixing bowlsqty 4
Serving spoonsqty 6
Storage binsqty 12
Tea towelsqty 12
Kitchen towelsqty 6

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Dustpan and brushqty 3
Cleaning cartsqty 2

Decorations

Welcome sign
Team flagsqty 6
Directional signsqty 8
Prize trophiesqty 3

Lighting

Desk lampsqty 12
String lightsqty 4

Safety

Flashlightsqty 8
Reflective vestsqty 8
Extension cord matsqty 6

Catering

Groceries

Tips

Collect parent contact details, dietary requirements, medical information and consent forms before finalising participant groups. Send the programme and directions only after these records are checked.
Test the complete technical setup at least one week before arrival: laptops, chargers, mice, headsets, webcams, Wi-Fi routers, network switches, Ethernet cables and projection equipment should work together.
Create participant accounts and verify software licences before the first workshop. Prepare each game project in advance so camp time is spent developing rather than troubleshooting installations.
Confirm sleeping rooms, escorts and meal arrangements before sending the final programme. Tell parents when participants eat, where they sleep and who to contact during the camp.
Pack participant folders, handouts, name badges and backup storage before setup day. Keep USB sticks, external hard drives, spare batteries, power strips and extension cords in a clearly labelled equipment area.

Frequently asked questions

How far in advance should I organise a game development camp?: Begin registrations, venue booking and overnight-room planning at least 8 to 12 weeks before the camp. Aim to have consent, medical and dietary details checked no later than 2 weeks before arrival.
What should I check before a game development camp starts?: Run a full equipment and network test 5 to 7 days beforehand. Check every laptop, charger, account, software licence, headset, projector connection and Wi-Fi access point, then prepare a small set of backups.
When should parents receive the game development camp programme?: Send the programme and directions once registrations, contact details, consent forms, meals and sleeping arrangements are confirmed. A useful deadline is 7 days before the camp, with any final changes sent within 24 hours.
How many staff or escorts are needed for an overnight game development camp?: The number depends on participant age, venue layout and your safeguarding requirements, so set the ratio before accepting registrations. Confirm named escorts and overnight coverage at least 2 weeks before the start date.

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