Activity week checklist: what to arrange and when

An activity week needs more than a timetable and a collection of games. Before inviting participants, set the programme, confirm numbers, collect dietary and emergency information, and process consent forms. Then reserve activities, assign supervisors, plan meals and prepare a weather backup. In the final days, check equipment, routes, toilets and supplies, and set up registration before anyone arrives. This checklist keeps those steps in a workable order, including details that are easy to leave until the last minute.

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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 theme and program
2 people
Determine number of participants
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Check contact details
2 people
Collect emergency contacts
2 people
Process consent forms
2 people
Give the program to supervisors
2 people
Choose activities and games
3 people
Make reservations
2 people
Prepare weather scenario
2 people
Assign escorts
2 people
Plan meals and breaks
2 people
Make a shopping list
2 people
Check game materials
2 people
Check equipment
2 people
Create the route and safety rules
2 people
Do the shopping
3 people
Set up non-perishable supplies
2 people
Collect fresh produce
2 people
Bring materials to the venue
4 people
Check venue and toilets
2 people
Set up tables and chairs
4 people
Set up the registration table
2 people
Set up kitchen and buffet
3 people
Fill coolers
2 people
Hang decorations
3 people
Set up game stations
4 people
Set up first aid and emergency supplies
2 people

Event

Receive participants
4 people
Sign off the attendance list
2 people
Give welcome briefing
2 people
Group participants
3 people
Lead icebreaker games
6 people
Hand out drinks and fruit
3 people
Supervise afternoon activities
8 people
Serve dinner
5 people
Refill drinks
2 people
Supervise the evening game
8 people
Lead the end-of-day wrap-up
3 people
Explain the day program
2 people
Serve breakfast
5 people
Lead morning games
8 people
Serve lunch
5 people
Distribute water and fruit
3 people
Lead the creative activity
6 people
Guide sports activities
8 people
Serve dinner
5 people
Supervise movie night
5 people
Lead the end-of-day wrap-up
3 people
Guide the morning program
8 people
Serve lunch
5 people
Guide the scavenger hunt
8 people
Hand out break drinks
3 people
Prepare dinner
5 people
Serve dinner
5 people
Lead the campfire evening
6 people
Open theme day
3 people
Serve breakfast
5 people
Lead team assignments
8 people
Serve lunch
5 people
Supervise water activities
8 people
Hand out dry clothes
3 people
Prepare barbecue
5 people
Serve barbecue
6 people
Host music night
5 people
Open the final day
3 people
Serve breakfast
5 people
Lead the final games
8 people
Serve lunch
5 people
Set out projects and prizes
3 people
Support the closing party
8 people
Hand out prizes and certificates
3 people
Arrange participant pickup
4 people

Aftercare

Clean up the first day
5 people
Clear the dining area
4 people
Extinguish campfire safely
2 people
Clean the barbecue and grounds
5 people
Check final inventory
3 people
Sort materials
4 people
Clean the venue
6 people
Dispose of waste
3 people
Return materials
3 people
Return borrowed items
2 people
Register lost and found items
Lost and found messages

What to bring

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

Furniture

Tablesqty 10
Chairsqty 50
Beer tablesqty 4
Registration desk
Waste binsqty 6

Tableware

Reusable platesqty 60
Reusable bowlsqty 50
Reusable cupsqty 80
Mugsqty 50
Cutlery setsqty 60
Serving traysqty 8

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving spoonsqty 8
Mixing bowlsqty 6
Coolersqty 6
Thermos flasksqty 6
Water jugsqty 8

Equipment

Bluetooth speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Projector
Projection screen

Sports equipment

Footballsqty 6
Basketballsqty 3
Volleyballqty 3
Ball pumpqty 2
Conesqty 30
Skipping ropesqty 12
Hoopsqty 12
Water gunsqty 20
Spongesqty 30
Ropeqty 2
Vestsqty 50
Field markersqty 20

Decorations

Buntingqty 8
Balloonsqty 100
Tableclothsqty 10
Name stickersqty 60
Markersqty 30
Craft paperqty 300
Colored pencilsqty 10
Scissorsqty 20
Glue sticksqty 20
Rolls of tapeqty 10
Prizes and certificatesqty 50

Lighting

LED lampsqty 8
Flashlightsqty 12

Cleaning

Cleaning bucketsqty 4
Cleaning clothsqty 20
Dish brushesqty 4
Hand soap dispensersqty 6
Towelsqty 12
Toilet brushesqty 4

Catering

Groceries

Tips

Set a registration deadline before you book activities or finalise meals. Use the confirmed participant count to plan supervisors, dietary requirements, emergency contacts and consent forms.
Give supervisors the complete programme, route, safety rules and contact information before the activity week starts. Do not rely on a last-minute briefing when several activities run at once.
Prepare a weather scenario for every outdoor activity at least one day in advance. Check whether the alternative needs a reservation, extra equipment or a different meal and break schedule.
Separate supplies by timing: set up non-perishable items first, collect fresh produce close to use, and bring sports equipment, coolers and serving items to the venue before registration opens.
Test the practical setup before participants arrive. Check toilets, tables, chairs, the registration desk, power strips and extension cords, then verify that balls, cones, skipping ropes and other game materials are complete.

Frequently asked questions

How far in advance should I plan an activity week?: Start the programme and venue planning at least 6–8 weeks before the activity week. Send invitations once dates, activities and registration details are ready, then set a clear deadline for registrations and consent forms.
What information should I collect from activity week participants?: Collect each participant’s contact details, dietary requirements, emergency contact and completed consent form. Aim to have all information checked and complete at least 7 days before the first activity.
When should I prepare the activity week shopping and equipment?: Make the shopping list and check equipment after registrations close, usually 1–2 weeks beforehand. Buy non-perishable supplies early, collect fresh produce shortly before use, and test shared equipment before it is loaded for the venue.
What should I do if an outdoor activity week day has bad weather?: Decide the indoor or alternative programme at least 24 hours in advance and tell supervisors what changes. Check the new venue, route, equipment, meal breaks and participant communication before the day begins.

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.