How to organize a game development camp
A game development camp needs more than laptops and a few project ideas. Start with participant information and parent consent, then secure the venue, overnight rooms and meals before building the workshop schedule. In the final week, test every laptop, account, license, network connection and presentation cable. This order prevents the most common problems: missing medical details, unusable software accounts, insufficient chargers and sleeping areas that are not ready when participants arrive.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
- 1
Create the participant list
- 2
Send invitations
2 people
- 3
Process registrations
2 people
- 4
Check parent contact details
- 5
Collect dietary requirements
- 6
Collect medical details
- 7
Check consent forms
2 people
- 8
Send the program to parents
- 9
Send directions
- 10
Reserve venue
- 11
Reserve overnight rooms
- 12
Coordinate meals
2 people
- 13
Assign escorts
2 people
- 14
Prepare workshop content
4 people
- 15
Set up game projects
3 people
- 16
Check software licenses
2 people
- 17
Create accounts
2 people
- 18
Print handouts
- 19
Make name badges
- 20
Do the shopping
3 people
- 21
Collect equipment
2 people
- 22
Test equipment
3 people
- 23
Fill participant folders
2 people
- 24
Stock the refrigerators
2 people
- 25
Prepare sleeping areas
4 people
- 26
Set up worktables
4 people
- 27
Connect the computers
4 people
- 28
Set up the network
2 people
- 29
Install projector
2 people
- 30
Test presentations
2 people
- 31
Set up reception desk
2 people
- 32
Set up catering
3 people
- 33
Hang up the welcome sign
Event
- 34
Register participants
3 people
- 35
Bring luggage to sleeping areas
3 people
- 36
Explain camp rules
2 people
- 37
Assemble teams
3 people
- 38
Assign workstations
3 people
- 39
Give an introductory workshop
3 people
- 40
Serve snacks
2 people
- 41
Refill drinks
- 42
Serve dinner
4 people
- 43
Assign teams to projects
6 people
- 44
Provide technical support
3 people
- 45
Support the evening program
3 people
- 46
Escort participants to bed
4 people
- 47
Serve breakfast
4 people
- 48
Inspect workstations
2 people
- 49
Lead game design workshop
3 people
- 50
Serve lunch
4 people
- 51
Refill drinks
- 52
Lead the coding session
6 people
- 53
Provide the lunch break
2 people
- 54
Serve dinner
4 people
- 55
Supervise teamwork
6 people
- 56
Prepare evening snacks
2 people
- 57
Guide bedtime
4 people
- 58
Serve breakfast
4 people
- 59
Lead the graphic workshop
3 people
- 60
Serve lunch
4 people
- 61
Guide build setup
6 people
- 62
Facilitate playtests
4 people
- 63
Serve dinner
4 people
- 64
Improve projects
6 people
- 65
Practice presentations
3 people
- 66
Serve breakfast
4 people
- 67
Check the project planning
3 people
- 68
Lead final build session
6 people
- 69
Serve lunch
4 people
- 70
Prepare demos
4 people
- 71
Provide jury briefing
2 people
- 72
Serve dinner
4 people
- 73
Guide the final presentations
4 people
- 74
Present prizes
3 people
- 75
Take a final group photo
2 people
- 76
Serve breakfast
4 people
- 77
Hand out feedback forms
2 people
- 78
Have participants clean up
4 people
- 79
Gather luggage
3 people
- 80
Register checkout
3 people
- 81
Welcome parents
3 people
- 82
See participants off
4 people
Aftercare
- 83
Shut down computers
3 people
- 84
Take down work tables
4 people
- 85
Pack equipment
3 people
- 86
Wash dishes
3 people
- 87
Clean the kitchen
2 people
- 88
Clean sleeping areas
4 people
- 89
Collect waste
3 people
- 90
Hand over the venue
2 people
- 91
Return equipment
2 people
- 92
Clear away leftover groceries
2 people
- 93
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
- Start registration with a deadline at least 3 weeks before camp. Use the same process to collect parent contact details, dietary requirements, medical information and signed consent forms, then check every record before sending the final program.
- Reserve the venue and overnight rooms before confirming the schedule. Plan separate areas for work tables, storage, meals and sleeping, and assign escorts so participants are supervised during transfers and overnight periods.
- Prepare one tested project setup for each participant at least 7 days ahead. Check software licenses, user accounts, saved project files and laptop chargers; keep USB sticks or external drives available for backups.
- Test the complete network and presentation setup, not just the laptops. Connect the Wi-Fi routers, network switches, Ethernet cables, projector, screen, speakers and microphone in the actual room at least 2 days before arrival.
- Pack participant folders and name badges before the first day, and prepare workshop materials in the order they will be used. Keep spare mice, headsets, batteries, power strips and extension cords in a clearly labelled crate for quick replacement.
Frequently asked questions
- How far in advance should I plan a game development camp?
- Begin planning at least 6 to 8 weeks before the camp. Aim to have the venue, overnight rooms, meals and participant registration process arranged 3 weeks before arrival, leaving the final week for checks and packing.
- When should parents receive the game development camp program?
- Send the program and directions at least 7 days before the camp. Include arrival and departure times, accommodation information, what participants should bring, and a contact number for last-minute questions.
- How many laptops and chargers do I need for a game development camp?
- Plan one tested laptop and one working charger per participant, plus at least 2 spare chargers and 1 or 2 spare laptops for a group of up to 20 people. Test the full setup at least 2 days before the camp begins.
- When should I collect medical and dietary information?
- Collect it during registration and set the deadline at least 2 weeks before the camp. Review the information before ordering meals and share relevant details with the responsible escorts before participants arrive.
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