Tech camp checklist: what to arrange and when

A tech camp needs more than laptops and workshop ideas. You need a clear programme, suitable rooms, enough supervisors, completed consent forms and tested accounts before participants arrive. This checklist covers the full sequence, from setting the date and participant limit to assigning groups and preparing each workstation. It also helps you catch the details that are often left until the last day, such as charging devices, checking emergency contacts and distributing kits by table.

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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

Set the date and program
2 people
Reserve venue and rooms
Select workshop topics
3 people
Arrange teachers and supervisors
2 people
Set the budget and participant limit
2 people
Send invitations
2 people
Process registrations
2 people
Collect consent forms
2 people
Collect dietary requirements
Check emergency contacts
2 people
Assign participant groups
2 people
Work out workshop instructions
4 people
Create worksheets and badges
2 people
Assemble tech kits
4 people
Charge laptops and tablets
2 people
Test software and accounts
2 people
Test presentations and videos
2 people
Do the shopping
3 people
Keep chilled products cool
2 people
Set up materials per workshop
4 people
Check first aid and safety supplies
2 people
Hang up the map and walking routes
2 people
Set up tables and chairs
4 people
Set up workstations
5 people
Distribute tech sets per table
4 people
Set up the reception desk
2 people
Set up the catering buffet
3 people
Chill drinks
2 people
Connect sound and presentation
2 people
Set out safety instructions

Event

Register participants
3 people
Hand out badges and group assignments
3 people
Explain camp rules and safety
2 people
Present the program and workshops
2 people
Lead programming workshop
3 people
Lead the electronics workshop
3 people
Lead the robotics workshop
3 people
Refill drinks
2 people
Check workstations for safety
2 people
Serve a break snack
3 people
Swap out tech kits
4 people
Guide the game development workshop
3 people
Facilitate the 3D design workshop
3 people
Facilitate the sustainability workshop
3 people
Take photos with permission
Wash hands and serve dinner
5 people
Serve diet meals separately
2 people
Refill the buffet and drinks
3 people
Collect tableware and waste
3 people
Explain the evening challenge
2 people
Supervise evening challenge
5 people
Participants present their prototypes
3 people
Serve drinks and evening snacks
3 people
Award prizes and certificates
2 people
Ensure participants leave safely
4 people
Collect lost and found items

Aftercare

Turn off the technical equipment
3 people
Complete technical sets
4 people
Clear tables and chairs
4 people
Wash and store the dishes
3 people
Sort and remove waste
3 people
Clean the rooms
4 people
Inventory materials
3 people
Charge and store equipment
2 people
Return rental items
2 people
Securely archive participant photos
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 participant limit before opening registration. It determines how many teachers and supervisors you need, how many workshop groups to create and whether each table can have a usable workstation.
Test every account, app, presentation and video on the actual laptops or tablets at least 2–3 days before camp. Do not assume a device works because the software is installed; check logins, internet access, cables and audio as well.
Prepare one labelled tech set for each table, including the required kits, USB cables, power strips and instructions. Count the sets twice: once while assembling them and again after they are placed in the rooms.
Collect consent forms, dietary requirements and emergency contacts before the first camp day, ideally with a deadline 7 days in advance. Keep the information accessible to the responsible supervisors, not only in an inbox.
Finish the room setup the day before whenever possible. Arrange tables and chairs, workstations, projection equipment, charging stations, safety supplies, the map and walking routes so the morning is reserved for a final device and materials check.

Frequently asked questions

How far in advance should I plan a tech camp?: Start planning at least 8–12 weeks ahead. This gives you time to reserve rooms, choose workshop topics, arrange teachers and supervisors, set the participant limit and process registrations before ordering or assembling equipment.
How many supervisors do I need for a tech camp?: Base the number on your participant limit, group size and the complexity of the workshops. Confirm the staffing plan before invitations go out, then assign each supervisor to a group and identify who handles first aid, safety and emergency contacts.
When should I charge and test the tech equipment?: Charge laptops, tablets, power banks and other rechargeable equipment 1–2 days before the camp. Test software, accounts, presentations, videos, projectors, speakers and cables at the same time, then keep chargers available for a final check on arrival.
When should consent forms and dietary requirements be collected?: Set a deadline at least 7 days before the camp starts. Review the forms and dietary information before assigning groups or finalising food, and check that emergency contacts are complete rather than waiting until registration closes.

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