Accessible camp checklist: organise it in the right order

An accessible camp needs more than an activity plan and a suitable venue. You need participant information, transport, care arrangements, rest periods, medication instructions and a clear emergency process in place before camp opens. Start by collecting individual needs, then confirm access and transport before buying supplies. This checklist covers the practical sequence from registrations and permissions to chaperone briefings, food preparation and opening the venue.

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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

Invite participants
2 people
Register sign-ups
2 people
Collect dietary requirements
Collect care needs
2 people
Collect emergency contacts
Check permissions
2 people
Inventory transport needs
2 people
Prepare transport schedule
2 people
Assign escorts
2 people
Create activity schedule
3 people
Schedule breaks
2 people
Check venue accessibility
2 people
Mark accessible route
2 people
Purchase activity supplies
2 people
Check the shopping list
Do the shopping
3 people
Collect fresh produce
2 people
Chill perishable items
2 people
Print participant list
Print the emergency contact list
Check medication instructions
2 people
Sort materials by activity
3 people
Brief chaperones
3 people
Check the weather forecast

Event

Open venue
2 people
Inspect the grounds safely
3 people
Build party tents
4 people
Set up tables and chairs
4 people
Clear accessible pathways
2 people
Set up the rest area
2 people
Set up activity stations
5 people
Test sound equipment
2 people
Prepare the dining area
3 people
Prepare lunch
4 people
Chill drinks
2 people
Set up the registration table
2 people
Welcome guides
2 people
Register participants
4 people
Guide participants to groups
6 people
Explain the Program
2 people
Facilitate icebreaker activity
6 people
Refill drinks
2 people
Supervise game activities
8 people
Serve snacks
4 people
Lead a break moment
4 people
Reheat the evening meal
4 people
Serve dinner
6 people
Serve diet meals
2 people
Clear tables
4 people
Assist the music activity
5 people
Serve evening snacks
3 people
Guide participants to departure
6 people
Check transport per group
3 people
Check for left-behind items
2 people

Aftercare

Collect tableware
4 people
Sort waste
3 people
Clean the kitchen
4 people
Clear tables and chairs
4 people
Take down party tents
4 people
Clean materials
3 people
Leave venue spotless
3 people
Return borrowed materials
2 people
Register lost property
Archive participant information
2 people
Inform parent contacts
2 people
Collect invoices and receipts

What to bring

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

Furniture

Party tentsqty 2
Folding tablesqty 8
Chairsqty 45
Rest chairsqty 6
Picnic benchesqty 4
Waste binsqty 6

Tableware

Reusable platesqty 50
Reusable bowlsqty 50
Disposable cupsqty 60
Mugsqty 45
Cutlery setsqty 50
Serving spoonsqty 8

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 10
Thermos flasksqty 6
Coolersqty 4
Kettlesqty 3

Equipment

Portable speakerqty 2
Microphoneqty 2
Extension cordsqty 4
Power stripsqty 4
Mobile rampsqty 2
Megaphone

Lighting

LED lampsqty 8
String lightsqty 4

Sports equipment

Soft ballsqty 12
Conesqty 20
Hoopsqty 10
Parachute cloth
Game cardsqty 6
Board gamesqty 8

Decorations

Buntingqty 6
Name stickersqty 50
Markersqty 24
Tapeqty 6
Route arrowsqty 20

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom and dustpanqty 3
Glovesqty 12
Hand soap dispensersqty 4
Hand sanitizer pumpsqty 6
First aid kitsqty 2
Fever thermometerqty 2
Flashlightsqty 6

Catering

Groceries

Tips

Collect dietary requirements, care needs and emergency contacts during registration, then review the information at least one week before camp. Keep the participant list and emergency contact list separate and print both before the venue opens.
Check the accessible route in person before camp day, including entrances, toilets, activity areas and rest spaces. Mark the route clearly and confirm that tables, chairs, tents and equipment do not narrow it.
Prepare the transport schedule after you know every participant’s transport needs. Assign escorts by name and share pickup times and responsibilities with them at least 24 hours before departure.
Build scheduled breaks into the activity timetable rather than adding them when people are already tired. Set out rest chairs and keep quieter options, such as board games or game cards, ready for participants who need a lower-energy activity.
Handle food, medication and weather separately in your final check. Chill perishable items, verify medication instructions, check the forecast and confirm that tents, lighting and power equipment are ready before opening the venue.

Frequently asked questions

How far in advance should I collect care needs for an accessible camp?: Ask for care needs when participants sign up, ideally at least two weeks before camp. Review the information again seven days before the event so you can adjust transport, escorts, activities and breaks.
How do I plan transport for an accessible camp?: First inventory each participant’s transport needs, then create a schedule with pickup times, vehicle details and named escorts. Send the final schedule at least 24 hours in advance and keep a printed copy on site.
When should I check whether a camp venue is accessible?: Do an in-person accessibility check at least one week before camp. Test the route from arrival to toilets, rest areas and activities, then mark obstacles and confirm any changes before the day begins.
What should I prepare on the morning of accessible camp?: Print the participant and emergency contact lists, check medication instructions, sort materials by activity and confirm the weather. Allow at least 60 minutes before opening for the venue, route, seating, food, lighting and equipment check.

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.