Art camp checklist: what to arrange and when

An art camp needs more than a creative program and a box of supplies. You need to secure the venue, confirm workshop leaders, collect registrations and permissions, and match participants to groups before setup day. Materials also need sorting by workstation, while meals, dietary requirements, safety rules, and contact details must be checked in advance. Use the checklist to move from planning to a ready-to-use art space without leaving essential details until the last morning.

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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

Reserve venue
Put together the art program
2 people
Confirm workshop leaders
Draw up safety rules
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Collect permissions
Check contact details
Print participant list
Create group assignments
2 people
Set up workstations
2 people
Check material stock
2 people
Order missing supplies
Coordinate meals
Check the shopping list
2 people
Do the shopping
2 people
Sort materials
3 people
Prepare worksheets
2 people
Compile music list
Fill coolers
2 people
Open venue
2 people
Set up tables and chairs
4 people
Set up workstations
4 people
Set out materials for each group
4 people
Hang decorations
2 people
Test sound system
Set up the registration table
2 people
Prepare coffee and tea
2 people
Set up reception table
2 people

Event

Register participants
2 people
Inform parents
2 people
Explain the program
Explain safety rules
Lead the painting workshop
3 people
Restock Supplies
2 people
Keep worktables clean
2 people
Serve break drinks
2 people
Serve a snack
2 people
Guide drawing and printmaking
3 people
Refill drinks
Let artworks dry
2 people
Set up the dinner buffet
3 people
Serve dinner
4 people
Collect tableware
2 people
Lead the evening workshop
3 people
Display projects
3 people
Photograph artworks
2 people
Guide the presentation moment
2 people
Have parents pick up
2 people
Check attendance at departure
2 people

Aftercare

Store leftover materials safely
3 people
Collect waste
3 people
Clear tables and chairs
4 people
Wash dishes
3 people
Clean workspaces
4 people
Check toilets
Switch off equipment
Lock up the venue
2 people
Return materials
2 people
Return borrowed items
Share photos with parents
Return found items

What to bring

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

Furniture

Tablesqty 8
Chairsqty 36
Buffet tableqty 2
Registration desk
Drying racksqty 4

Tableware

Reusable platesqty 40
Reusable bowlsqty 40
Reusable cupsqty 50
Reusable cutleryqty 50
Serving spoonsqty 6
Serving plattersqty 8

Equipment

Bluetooth speaker
Extension cordsqty 4
Power stripsqty 4
Kitchen timerqty 2

Kitchen

Coolersqty 3
Cutting boardsqty 4
Chef's knivesqty 4
Bread knivesqty 2
Kettlesqty 2
Thermos flasksqty 3
Coffee filters

Art supplies

Drawing paperqty 200
Watercolor paperqty 60
Canvas clothsqty 36
Sketchbooksqty 36
Pencilsqty 40
Colored pencilsqty 12
Wax crayonsqty 12
Markersqty 12
Watercolor paint setsqty 12
Poster paint setsqty 12
Brushesqty 48
Mixing palettesqty 24
Water potsqty 24
Paint palettesqty 12
Apronsqty 36
Protective filmqty 4
Table easelsqty 12
Scissorsqty 24
Glue Sticksqty 36
Tapeqty 8
Rulersqty 12
Ink padsqty 12
Foam stampsqty 36
Clay matsqty 12
Modeling clayqty 36
Sculpting toolsqty 12
Clothespinsqty 100
Clotheslineqty 2
Name stickersqty 50
Worksheet foldersqty 36
Cardboardqty 50
Colored paperqty 200

Decorations

Paper garlandsqty 6
Presentation boardsqty 6
Poster puttyqty 4
Tableclothsqty 8
Arrows and signsqty 12

Lighting

String lightsqty 4
Battery lampsqty 6

Cleaning

Bucketsqty 4
Spongesqty 12
Cleaning clothsqty 24
Broom and dustpanqty 2
Mop setsqty 2
Waste binsqty 6

Catering

Groceries

Tips

Confirm the venue and workshop leaders before sending invitations, so the program and registration information are accurate from the start. Leave at least two weeks to replace a leader or adjust a workshop.
Close registrations early enough to print the participant list, check contact details, collect permissions and dietary requirements, and create group assignments. A five- to seven-day buffer gives you time to resolve missing information.
Check every art supply against the planned activities, including drawing paper, watercolor paper, canvas cloths, sketchbooks, pencils, colored pencils, wax crayons, and markers. Order missing items at least one week before camp.
Prepare one complete material set for each group rather than sorting everything during arrival. Set out the tables, chairs, drying racks, extension cords, and power strips before participants enter the room.
Plan food and drinks separately from the art schedule. Check the shopping list, fill the coolers, and prepare reusable plates, bowls, cups, and cutlery the day before; keep kettles, thermos flasks, coffee filters, and serving utensils together in the kitchen area.

Frequently asked questions

How far in advance should I organize an art camp?: Start at least six to eight weeks before the first day. Reserve the venue, build the art program, and confirm workshop leaders first; send invitations once those details are stable.
When should art camp registrations close?: Close registrations five to seven days before camp begins. That gives you time to process the final list, collect permissions and dietary requirements, assign groups, and print contact information.
How do I prepare art supplies for an art camp?: Check stock two weeks before the camp and order missing supplies at least seven days in advance. Sort the materials by group the day before, including paper, sketchbooks, pencils, coloring tools, and markers.
What should I do on the morning of an art camp?: Open the venue, arrange tables and chairs, set up each workstation, and place materials for every group before participants arrive. Allow at least 60 to 90 minutes for room setup, registration, coolers, and a final safety 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.