How to organise a programming camp from start to finish

A programming camp runs smoothly when the teaching plan, participant information and technical setup are treated as one project. Start by fixing the programme and defining who the camp is for, then secure the venue and teaching team before opening registration. In the final week, confirm dietary and emergency details, test every presentation and prepare one laptop setup per participant. The day before, arrange tables, power, materials, refreshments and name tags so the first session can begin without delays.

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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
Finalize the program
2 people
2
Define the target participant group
2 people
3
Reserve venue
4
Arrange teachers and supervisors
2 people
5
Create a registration form
6
Send invitations
2 people
7
Process registrations
2 people
8
Collect dietary requirements
9
Collect emergency contacts
10
Send reminder
11
Print participant list
12
Print work orders
2 people
13
Test presentations
2 people
14
Charge laptops
2 people
15
Install software
2 people
16
Check accounts
2 people
17
Do the shopping
2 people
18
Chill drinks
2 people
19
Prepare snacks
3 people
20
Distribute materials per table
3 people
21
Write name tags
2 people
22
Set up tables
4 people
23
Set out chairs
3 people
24
Set up laptops
4 people
25
Distribute power outlets
2 people
26
Connect the projector
2 people
27
Set up registration desk
2 people
28
Set up catering
3 people
29
Conduct a safety check
2 people

Event

30
Receive participants
4 people
31
Register attendance
2 people
32
Hand out name badges
2 people
33
Explain the program
34
Explain safety rules
35
Give an introductory workshop
3 people
36
Guide programming exercises
5 people
37
Serve break drinks
2 people
38
Refill drinks
2 people
39
Serve snacks
3 people
40
Create team assignments
2 people
41
Explain the project assignment
2 people
42
Supervise project teams
6 people
43
Set up dinner buffet
3 people
44
Serve dinner
4 people
45
Refill drinks
2 people
46
Clear away dishes
3 people
47
Wrap up projects
6 people
48
Set up presentations
2 people
49
Present team projects
3 people
50
Hand out prizes and certificates
2 people
51
Lead the closing
2 people
52
See participants off
4 people

Aftercare

53
Shut down laptops
3 people
54
Pack equipment
3 people
55
Collect waste
3 people
56
Clear tables and chairs
4 people
57
Wash dishes
3 people
58
Clean the kitchen
2 people
59
Clean the room
3 people
60
Collect lost property
61
Inventory materials
2 people
62
Return borrowed materials
2 people
63
Delete participant photos
64
Send thank-you message

What to bring

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

Furniture

Tablesqty 8
Chairsqty 36
Registration desk
Bar stoolsqty 4

Equipment

Laptopsqty 30
Laptop chargersqty 30
Projector
Projection screen
HDMI cablesqty 3
Extension cordsqty 8
Power stripsqty 10
USB sticksqty 10
Wireless miceqty 30
Headphonesqty 30
Whiteboardqty 2
Flip chart stand
Power banksqty 4

Tableware

Glassesqty 40
Mugsqty 40
Platesqty 40
Cutlery setsqty 40
Serving spoonsqty 6
Serving bowlsqty 8
Serving spoonsqty 8

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Kettlesqty 2
Coffee maker
Thermos flasksqty 4
Coolersqty 3
Storage binsqty 12
Aluminum foilqty 2
Cling filmqty 2

Decorations

Name badgesqty 40
Tableclothsqty 8
Program boardsqty 4
Directional signsqty 6
Markersqty 24
Tapeqty 6
Sticky notesqty 12
Certificatesqty 35

Writing supplies

Notepadsqty 35
Ballpoint pensqty 40
Pencilsqty 40
Erasersqty 35

Sports equipment

Break gamesqty 6

Cleaning

Waste binsqty 6
Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Spongesqty 8
Dish brushesqty 3

Catering

Groceries

Tips

Finalise the programme before sending invitations. Include session lengths, breaks and the expected skill level, then use that information in the registration form so participants know what they are signing up for.
Open registration only after the venue, teachers and supervisors are confirmed. Close or review registrations early enough to process dietary requirements and emergency contacts before the camp starts.
Run the technical check at least 2 days before arrival. Install the required software, check all accounts, test presentations and charge each laptop with its own charger; keep spare chargers, power banks and USB sticks available.
Plan the room around power access rather than adding cables at the last minute. Set up tables, chairs, laptops, power strips and extension cords in advance, and test the projector, screen and HDMI connection from the teaching position.
Prepare food and participant materials the day before. Chill drinks, portion snacks, distribute materials per table and print the participant list and work orders so registration and the first activity do not compete for your attention.

Frequently asked questions

How far in advance should I organise a programming camp?: Start at least 8 to 12 weeks ahead. Secure the venue and teaching team first, then allow time for registration, software preparation and collecting emergency and dietary information.
When should I send programming camp invitations?: Send invitations as soon as the programme, venue and participant criteria are fixed, ideally 6 to 8 weeks before the camp. Set a registration deadline at least 10 days before the event so you can process details and prepare materials.
How many laptops do I need for a programming camp?: Plan one working laptop per participant, plus at least 2 spare laptops for failures or late changes. Check software, accounts, chargers and internet access no later than 2 days before the first session.
What should I prepare the day before a programming camp?: Complete the room setup, laptop and presentation tests, name tags, printed lists, table materials and refreshments the day before. Leave only final checks for the morning, such as switching on equipment and confirming registration.

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