How to organise a tech camp without last-minute problems

A tech camp needs more than a room full of laptops. Start by fixing the date, programme, budget and participant limit, then secure the venue, rooms and teaching team. Registrations, consent forms, dietary details and emergency contacts should be complete before you assign groups and prepare workshop materials. In the final week, test every account, presentation and device, and set up each workstation by table so the first session can start 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
Set the date and program
2 people
2
Reserve venue and rooms
3
Select workshop topics
3 people
4
Arrange teachers and supervisors
2 people
5
Set the budget and participant limit
2 people
6
Send invitations
2 people
7
Process registrations
2 people
8
Collect consent forms
2 people
9
Collect dietary requirements
10
Check emergency contacts
2 people
11
Assign participant groups
2 people
12
Work out workshop instructions
4 people
13
Create worksheets and badges
2 people
14
Assemble tech kits
4 people
15
Charge laptops and tablets
2 people
16
Test software and accounts
2 people
17
Test presentations and videos
2 people
18
Do the shopping
3 people
19
Keep chilled products cool
2 people
20
Set up materials per workshop
4 people
21
Check first aid and safety supplies
2 people
22
Hang up the map and walking routes
2 people
23
Set up tables and chairs
4 people
24
Set up workstations
5 people
25
Distribute tech sets per table
4 people
26
Set up the reception desk
2 people
27
Set up the catering buffet
3 people
28
Chill drinks
2 people
29
Connect sound and presentation
2 people
30
Set out safety instructions

Event

31
Register participants
3 people
32
Hand out badges and group assignments
3 people
33
Explain camp rules and safety
2 people
34
Present the program and workshops
2 people
35
Lead programming workshop
3 people
36
Lead the electronics workshop
3 people
37
Lead the robotics workshop
3 people
38
Refill drinks
2 people
39
Check workstations for safety
2 people
40
Serve a break snack
3 people
41
Swap out tech kits
4 people
42
Guide the game development workshop
3 people
43
Facilitate the 3D design workshop
3 people
44
Facilitate the sustainability workshop
3 people
45
Take photos with permission
46
Wash hands and serve dinner
5 people
47
Serve diet meals separately
2 people
48
Refill the buffet and drinks
3 people
49
Collect tableware and waste
3 people
50
Explain the evening challenge
2 people
51
Supervise evening challenge
5 people
52
Participants present their prototypes
3 people
53
Serve drinks and evening snacks
3 people
54
Award prizes and certificates
2 people
55
Ensure participants leave safely
4 people
56
Collect lost and found items

Aftercare

57
Turn off the technical equipment
3 people
58
Complete technical sets
4 people
59
Clear tables and chairs
4 people
60
Wash and store the dishes
3 people
61
Sort and remove waste
3 people
62
Clean the rooms
4 people
63
Inventory materials
3 people
64
Charge and store equipment
2 people
65
Return rental items
2 people
66
Securely archive participant photos
67
Send thank-you message

What to bring

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

Furniture

Tablesqty 12
Chairsqty 55
Buffet tablesqty 3
Waste binsqty 6

Equipment

Laptopsqty 24
Tabletsqty 12
Projector
Projection screen
Speakersqty 2
Microphone
Power stripsqty 12
Extension cordsqty 12
USB cablesqty 30
HDMI cablesqty 3
Charging stationsqty 4
Power banksqty 6
Arduino kitsqty 12
Robotics kitsqty 8
Microcontroller kitsqty 12
Solderless breadboardsqty 12
3D pensqty 8
VR headsetsqty 4
Webcamsqty 4
Computer miceqty 24
Headphonesqty 24

Kitchen

Coolersqty 4
Food warmersqty 3
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving spoonsqty 6

Tableware

Platesqty 60
Bowlsqty 60
Glassesqty 60
Mugsqty 50
Cutlery setsqty 60

Sports equipment

Construction matsqty 12
Storage binsqty 18
Measuring tapesqty 8
Stopwatchesqty 6
Conesqty 20

Decorations

Name stickersqty 60
Badge holdersqty 60
Directional signsqty 10
Workstation cardsqty 12
Certificatesqty 50

Lighting

LED work lightsqty 8
Batteriesqty 24

Cleaning

Hand broomsqty 4
Bucketsqty 4
Mopsqty 4
Cleaning clothsqty 20

Catering

Groceries

Tips

Set the programme before buying or booking equipment. Choose the workshop topics, estimate the number of participants per group and confirm that each session has enough teachers or supervisors.
Close registration at least 7 days before the camp if possible. Use the final participant list to collect consent forms, dietary requirements and emergency contacts, then assign groups and prepare badges.
Test software, accounts, presentations and videos on the actual laptops and tablets at least 3 days beforehand. Do not rely on internet access or a last-minute login check; prepare a backup for every activity.
Prepare one complete tech kit for each table, including the required cables, power strips and charging options. Charge laptops and tablets the day before, and label kits so missing items are easy to spot.
Set up the room in the order participants will use it: tables and chairs first, then workstations, workshop materials and tech sets. Check walking routes, first-aid supplies, food cooling and presentation sound before doors open.

Frequently asked questions

How far in advance should you plan a tech camp?: Start planning at least 6 to 8 weeks before the camp. Book the venue and rooms first, then confirm the programme, teachers, budget and participant limit before opening registration.
When should tech camp registrations close?: Close registrations about 7 days before the event. That gives you time to process the final list, collect missing consent forms and emergency contacts, assign groups and prepare badges and worksheets.
How early should you test laptops and workshop software?: Test all laptops, tablets, accounts, cables, presentations and videos at least 3 days before the camp. Charge the devices again the day before and keep spare power banks or charging stations available.
What should be ready before a tech camp starts?: Set up tables, chairs and workstations before participants arrive, with one labelled tech set per table. Complete the room, safety and food checks at least 30 minutes before the first session.

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.