Programming camp checklist: from first plan to opening session

A programming camp needs more than a schedule and a room. You need the right participants registered, teachers briefed, laptops tested, software installed, and enough power at every table. This checklist puts the work in a practical order, from finalizing the program and booking the venue to printing work orders and setting out snacks. Use it to spot the details that are easy to leave until the last day, especially accounts, emergency contacts, chargers, and presentation tests.

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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

Finalize the program
2 people
Define the target participant group
2 people
Reserve venue
Arrange teachers and supervisors
2 people
Create a registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Collect emergency contacts
Send reminder
Print participant list
Print work orders
2 people
Test presentations
2 people
Charge laptops
2 people
Install software
2 people
Check accounts
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Distribute materials per table
3 people
Write name tags
2 people
Set up tables
4 people
Set out chairs
3 people
Set up laptops
4 people
Distribute power outlets
2 people
Connect the projector
2 people
Set up registration desk
2 people
Set up catering
3 people
Conduct a safety check
2 people

Event

Receive participants
4 people
Register attendance
2 people
Hand out name badges
2 people
Explain the program
Explain safety rules
Give an introductory workshop
3 people
Guide programming exercises
5 people
Serve break drinks
2 people
Refill drinks
2 people
Serve snacks
3 people
Create team assignments
2 people
Explain the project assignment
2 people
Supervise project teams
6 people
Set up dinner buffet
3 people
Serve dinner
4 people
Refill drinks
2 people
Clear away dishes
3 people
Wrap up projects
6 people
Set up presentations
2 people
Present team projects
3 people
Hand out prizes and certificates
2 people
Lead the closing
2 people
See participants off
4 people

Aftercare

Shut down laptops
3 people
Pack equipment
3 people
Collect waste
3 people
Clear tables and chairs
4 people
Wash dishes
3 people
Clean the kitchen
2 people
Clean the room
3 people
Collect lost property
Inventory materials
2 people
Return borrowed materials
2 people
Delete participant photos
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

Finalize the program before inviting participants, then use the same session names and times on the registration form, invitations, work orders, and printed participant list. This prevents last-minute changes from reaching only part of the group.
Set a registration deadline at least 7 days before camp starts. That gives you time to process registrations, collect dietary requirements and emergency contacts, assign groups, and print name tags and participant lists.
Test every presentation, laptop, account, and software installation at least 2 days before the camp. Check the projector, projection screen, HDMI cables, wireless mice, headphones, USB sticks, and power banks rather than assuming they will work on the day.
Plan the room around power access before setting out tables and chairs. Put power strips and extension cords where participants can reach them safely, and count one working charger per laptop plus a few spare charging options.
Prepare food and drinks after you know the final headcount. Chill drinks and prepare snacks the day before where possible; set out mugs, glasses, plates, cutlery, serving bowls, kettles, the coffee maker, thermos flasks, and coolers before participants arrive.

Frequently asked questions

How far in advance should I organize a programming camp?: Start planning at least 6 to 8 weeks before the camp. Reserve the venue and arrange teachers first, then open registration early enough to collect emergency contacts, dietary requirements, and final participant numbers.
When should I install the software for a programming camp?: Install and test the required software at least 2 days before the first session. Check every laptop, user account, presentation, and external device, and keep USB sticks or another backup method available.
How many laptops do I need for a programming camp?: Plan one working laptop for each participant who will code, plus at least 2 spare laptops for failures or shared activities. Count chargers separately and test the full set before distributing laptops to tables.
When should I send a reminder for a programming camp?: Send the main reminder 5 to 7 days before the camp, including the start time, venue details, what participants should bring, and any access information. If the schedule changes, send a second update no later than 24 hours before arrival.

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.