Minecraft camp checklist: everything to arrange

A Minecraft camp needs more than laptops and a game world. You need a clear registration process, consent forms, dietary information, supervisors, tested accounts and a network that can handle every player at once. Plan the venue and programme first, then confirm participants and equipment before ordering food and preparing the competition. Use this checklist to keep setup on schedule and avoid discovering missing cables, accounts or chilled storage on the day.

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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

Reserve venue
Set the date and program
2 people
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Collect consent forms
2 people
Check contact details
2 people
Schedule supervisors
2 people
Order catering
Reserve computers and laptops
Choose Minecraft version
2 people
Test the network setup
2 people
Check Minecraft accounts
2 people
Create the world and tasks
3 people
Write out the competition rules
2 people
Arrange prizes and certificates
Send participant letter
Do the shopping
3 people
Store food chilled
2 people
Collect materials
3 people
Check the venue and keys
2 people
Set up tables and chairs
4 people
Connect the computers
4 people
Set up the network
2 people
Load Minecraft world
2 people
Run a technical test
3 people
Hang decorations
3 people
Set Up Registration Desk
2 people
Set out food and drinks
3 people
Check safety route
2 people

Event

Receive participants
4 people
Register attendance
2 people
Hand out wristbands
2 people
Explain the house rules
2 people
Assign teams
3 people
Give the Minecraft instruction
2 people
Oversee construction task
5 people
Refill drinks
2 people
Distribute snack breaks
3 people
Provide technical support
3 people
Review the building results
4 people
Set up the dinner buffet
4 people
Serve dinner
5 people
Distribute diet meals
2 people
Clear tables
3 people
Run the Minecraft quiz
2 people
Hand out quiz prizes
2 people
Oversee the Redstone challenge
4 people
Replenish drinks and snacks
2 people
Present final constructions
3 people
Hand out certificates
2 people
Check out participants
3 people
Inform parents on departure
3 people
Safely shut down equipment
3 people

Aftercare

Remove decorations
3 people
Wash dishes
3 people
Collect waste
3 people
Clean the room
4 people
Pack up materials
3 people
Return equipment
2 people
Store leftover stock
2 people
Send a thank-you gift to participants

What to bring

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

Furniture

Tablesqty 10
Chairsqty 36
Registration desk
Waste binsqty 4

Equipment

Laptopsqty 18
Computer miceqty 18
Headphonesqty 18
Extra Monitorsqty 6
Roadblocksqty 2
Network Switchesqty 2
Projector
Projector screen
Extension cordsqty 12
Power stripsqty 12
HDMI cablesqty 8
Ethernet cablesqty 24
Charging cablesqty 12
Power banksqty 4

Tableware

Reusable cupsqty 40
Platesqty 40
Cutlery setsqty 40
Serving spoonsqty 6

Kitchen

Coolersqty 3
Thermos flasksqty 4
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Serving plattersqty 8
Serving traysqty 4

Decorations

Minecraft Postersqty 12
Green tableclothsqty 10
Balloonsqty 40
Buntingqty 8
Name badgesqty 40
Wristbandsqty 40
Certificatesqty 40
Prizesqty 12

Lighting

LED string lightsqty 6
Battery lampsqty 4

Cleaning

Reusable cleaning clothsqty 12
Bucketsqty 3
Floor squeegeesqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Test the complete network setup with the same number of computers you expect to use, ideally at least 3–7 days before camp. Check the Minecraft version, logins, Ethernet cables, network switches and power strips together rather than separately.
Close registrations early enough to process names, contact details, dietary requirements and consent forms before ordering catering. A deadline of 7–10 days before the camp gives you time to follow up missing information.
Prepare the Minecraft world, tasks and competition rules at least 3 days before participants arrive. Run through the instructions on a participant laptop and decide how ties, technical problems and unfinished builds will be handled.
Schedule supervisors against the programme, not just the number of participants. Include named cover for registration, food breaks, technical support and the competition area so one person is not expected to manage every problem.
Pack the venue equipment in setup groups: tables and chairs, computers and headphones, network equipment, power and display cables, and food service items. Check keys, access time, charging cables, HDMI cables and chilled storage on the final venue visit.

Frequently asked questions

How far in advance should I plan a Minecraft camp?: Start booking the venue and setting the date at least 6–8 weeks ahead. Aim to send invitations and open registration 3–4 weeks before camp, with participant details and consent forms collected 7–10 days before the event.
How many laptops do I need for a Minecraft camp?: Plan one working laptop and mouse per participant, plus at least 1–2 spare devices if space allows. Test every device with the selected Minecraft version, account access, headphones and network before the camp.
When should I test the Minecraft camp network?: Complete a full network test 3–7 days before the event, using the planned switches, Ethernet cables, power strips and computers. Repeat a quick connection check when the equipment is set up at the venue.
When should I order food for a Minecraft camp?: Confirm the participant count and dietary requirements before ordering, preferably 7–10 days in advance. Store chilled food in coolers or suitable refrigeration and check serving equipment before the first break.

Start this plan in Lizzt

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