Art camp checklist: what to organise and when

An art camp runs smoothly when the creative work is planned as carefully as the activities themselves. Start by choosing the themes and building a day programme, then organise registrations, parent information, volunteers and materials. In the final week, print instructions and worksheets, sort supplies by workshop and confirm dietary requirements. On the day, allow time to open the venue, arrange tables and chairs, prepare the registration desk and receive participants before the first workshop begins.

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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

Choose art themes and workshops
2 people
Develop the day programme
2 people
Write workshop instructions
2 people
Create a registration form
Send invitations
2 people
Process registrations
Collect dietary requirements
Check contact details
Send parent information
Assign volunteers
2 people
Make reservations
Order materials
2 people
Prepare name stickers
Print worksheets
Set up work tables
2 people
Sort materials by workshop
2 people
Do the shopping
2 people
Chill drinks
Prepare snacks
3 people

Event

Open venue
2 people
Set up work tables and chairs
4 people
Prepare art supplies
3 people
Hang up decorations
2 people
Set up the registration table
2 people
Receive participants
3 people
Facilitate icebreaker activity
3 people
Lead the painting workshop
4 people
Refill drinks
Serve snacks
2 people
Guide drawing and illustration
4 people
Serve dinner
4 people
Collect tableware
2 people
Lead the cutting and pasting workshop
4 people
Let artworks dry
2 people
Set up mini exhibition
3 people
Present artworks
3 people
Check out participants
3 people
Collect leftover materials
2 people

Aftercare

Wipe down work tables
3 people
Wash dishes
2 people
Collect waste
2 people
Clean the floors
2 people
Take down decorations
2 people
Pack artworks
2 people
Store leftover food
Store materials clean and dry
2 people
Return borrowed materials
2 people
Set out lost property

What to bring

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

Furniture

Work tablesqty 8
Chairsqty 36
Registration desk
Coat racksqty 2

Equipment

Coolersqty 3
Kettlesqty 2
Coffee maker
Bluetooth speaker
Extension cordsqty 4
Power stripsqty 4

Lighting

Atmosphere lightsqty 6

Tableware

Reusable cupsqty 45
Platesqty 40
Bowlsqty 40
Cutlery setsqty 40
Serving plattersqty 6

Kitchen

Cutting boardsqty 3
Chef's knifeqty 2
Scissorsqty 6
Measuring cupsqty 2
Serving tongsqty 4

Decorations

Name stickersqty 45
Colorful garlandsqty 8
Artist canvasesqty 6
Clothespinsqty 60
Presentation boardsqty 6

Art supplies

Acrylic paint setsqty 12
Brush setsqty 18
Drawing pencilsqty 36
Colored pencil setsqty 12
Markersqty 12
Crayonsqty 12
Mixing palettesqty 12
Water cupsqty 24
Sketchbooksqty 36
Watercolor paperqty 100
Colored paperqty 200
Cardboard sheetsqty 80
Painting canvasesqty 36
Glue Sticksqty 36
Children's cornersqty 24
Apronsqty 36
Protective coversqty 10
Drying racksqty 4

Cleaning

Bucketsqty 4
Spongesqty 12
Cleaning clothsqty 20
Waste binsqty 6

Catering

Groceries

Tips

Plan each workshop with a clear start and finish time, including a few minutes for explaining instructions and cleaning brushes, tables and shared equipment between activities.
Close registration early enough to check contact details, collect dietary requirements and send parents practical information before the camp day. A final check 2–3 days beforehand catches late changes.
Order and sort art materials by workshop instead of putting everything in one pile. Prepare canvases, acrylic paints, brushes, pencils and coloured pencils in separate, labelled areas so volunteers can hand them out quickly.
Set up the room in zones: registration near the entrance, coat storage where it will not block movement, and work tables with enough chairs for each group. Test extension cords, power strips and the speaker before participants arrive.
Prepare refreshments before the first group comes in, including chilled drinks, snacks, reusable cups, plates, bowls and serving tools. Keep food preparation separate from paint and use a clearly marked area for dietary alternatives.

Frequently asked questions

How far in advance should I plan an art camp?: Start the programme and workshop planning at least 4–6 weeks before the camp. Send invitations early enough to process registrations, assign volunteers and order materials without rushing.
When should I send parent information for an art camp?: Send the main information as soon as a child is registered, then send a final reminder 2–3 days before the event. Include arrival details, clothing advice, food information and the day schedule.
How many volunteers do I need for an art camp?: Plan at least 1 volunteer for each workshop group, plus 1 person at registration and 1 person available for general support. Add extra help if children need assistance with tools, paint or transitions between rooms.
When should I prepare art supplies for an art camp?: Order materials at least 2 weeks before the event and sort them by workshop during the final week. Prepare the tables, name stickers and printed instructions on the day before, leaving only final setup for the morning.

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