How to organise a fencing camp without last-minute problems

Start your fencing camp plan with the venue, dates and participant capacity, then build the schedule around registration, training and game sessions. Give yourself enough time to collect consent forms, dietary requirements and accurate contact details before invitations go out. Equipment and network testing should happen before the event day, not while participants are waiting. On the day, open with a ready registration desk, labelled equipment and tested stations so the first session can begin on time.

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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

1
Reserve venue
2
Send invitations
2 people
3
Process registrations
2 people
4
Collect consent forms
2 people
5
Collect dietary requirements
6
Check contact details
2 people
7
Create the program and game rules
2 people
8
Inventory equipment
2 people
9
Confirm reservations
10
Test the network
2 people
11
Check games and accounts
2 people
12
Check the shopping list
2 people
13
Do the shopping
2 people
14
Charge equipment
2 people
15
Print participant list
16
Open venue
2 people
17
Set up tables
3 people
18
Set out chairs
3 people
19
Set up game stations
4 people
20
Connect the computers
4 people
21
Connect the network equipment
2 people
22
Test the projector
2 people
23
Chill drinks
2 people
24
Prepare snacks
3 people
25
Set up the registration table
2 people
26
Hang decorations
2 people
27
Conduct a safety check
2 people

Event

28
Register participants
3 people
29
Give welcome briefing
2 people
30
Assign teams
2 people
31
Explain the game stations
3 people
32
Guide the first game round
4 people
33
Refill drinks
2 people
34
Distribute snack breaks
2 people
35
Resolve technical issues
2 people
36
Guide the second round of the game
4 people
37
Set up the dinner buffet
3 people
38
Serve dinner
4 people
39
Collect tableware
2 people
40
Guide the final round
4 people
41
Refill drinks
2 people
42
Handle prize ceremony
2 people
43
Check out participants
3 people

Aftercare

44
Shut down computers
3 people
45
Gather equipment
4 people
46
Wash dishes
3 people
47
Collect waste
2 people
48
Clean the venue
4 people
49
Put tables and chairs back
3 people
50
Check the equipment
2 people
51
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. Use the final participant list to check consent forms, dietary requirements and contact details instead of solving missing information at the door.
Write the programme and game rules before checking the equipment. Include start and finish times for every block, plus at least 15 minutes between activities for changing stations or fixing connections.
Inventory the gaming laptops, mice, headsets, webcams, projector and network equipment at least 3 days before camp. Charge equipment the night before and label cables, power strips and stations so setup is repeatable.
Test the network with every planned game and account at least 24 hours in advance. Connect the switches, router and cables in the actual layout if possible; a network that works at home may fail when all stations are active.
Prepare registration, drinks and snacks before participants arrive. Chill drinks, set out the registration desk and print the participant list so the opening 20 minutes are used for check-in rather than searching for supplies.

Frequently asked questions

How far in advance should I organise a fencing camp?: Reserve the venue and set the date at least 6 to 8 weeks ahead. Send invitations once the capacity, programme outline and registration deadline are clear, then keep the final 7 days for confirmations and missing forms.
When should I collect consent forms and dietary requirements?: Ask for both during registration and set a deadline at least 7 days before camp. Review the responses 3 to 5 days beforehand so you can follow up while there is still time to adjust food and supervision arrangements.
How early should I set up the fencing camp venue?: Allow at least 2 hours for setup when the camp includes tables, computers, network equipment, game stations and a projector. Open the venue early enough to test each station, chill drinks and prepare the registration desk before the first arrival.
How do I test the equipment for a fencing camp?: Run a complete test at least 24 hours before the camp, using every computer, account, headset, webcam and planned game. Test the projector, speakers and microphone as well, then repeat a shorter connection check after the equipment is placed at the venue.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.