Art camp checklist: what to arrange and when

An art camp needs more than a room, paint, and a timetable. You need to coordinate teachers, registrations, dietary information, workshop materials, safety instructions, and the room setup before participants arrive. This checklist brings 48 planning tasks and 57 supplies together in a workable order. Start with the date, venue, and program, then confirm people and materials before preparing each workstation.

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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
Arrange teachers and supervisors
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Check participant details
2 people
Create the workshop schedule
2 people
Check material inventory
2 people
Order missing supplies
Create worksheets and name badges
2 people
Create the music and presentation list
Do the shopping
2 people
Sort materials by workshop
3 people
Check the venue and keys
2 people
Set up tables and chairs
4 people
Set up workstations
4 people
Lay out protective covers
2 people
Place materials on worktables
3 people
Hang up decorations
2 people
Test the equipment
2 people
Set up the coffee and tea station
2 people
Set up the registration table
2 people

Event

Receive participants
3 people
Explain the program and safety rules
2 people
Lead the first creative workshop
4 people
Serve coffee and tea
2 people
Clear work tables between tasks
3 people
Lead the second creative workshop
4 people
Refill drinks
2 people
Set up the buffet
3 people
Serve dinner
4 people
Lead the third creative workshop
4 people
Present artworks
3 people
Take photos of artworks
2 people
Handle the final drink round
2 people
Check out participants
2 people
Pack artworks safely
3 people

Aftercare

Collect waste
3 people
Wash dishes and supplies
3 people
Clean work tables
3 people
Reset the room
4 people
Switch off and pack up equipment
2 people
Remove decorations
2 people
Lock up the venue
2 people
Return borrowed materials
2 people
Store leftover materials
2 people
Share participant photos

What to bring

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

Furniture

Tablesqty 8
Chairsqty 36
Registration desk
High tablesqty 3

Equipment

Bluetooth speakerqty 2
Projector
Projection screen
Extension cordsqty 4
Power stripsqty 5
Rechargeable work lightsqty 4

Art supplies

Sketchbooksqty 36
Drawing paperqty 250
Watercolor paperqty 100
Canvas clothsqty 36
Acrylic paint setsqty 12
Watercolor paint setsqty 12
Colored pencil setsqty 12
Markersqty 12
Crayonsqty 12
Brushesqty 72
Pencilsqty 72
Erasersqty 36
Pencil sharpenersqty 12
Scissorsqty 24
Glue Sticksqty 36
Paper tapeqty 12
Mixing palettesqty 24
Water cupsqty 36
Apronsqty 36
Modeling clayqty 10
Sculpting toolsqty 12
Stencil templatesqty 24
Craft cardboardqty 100
Ink padsqty 12
Stampsqty 24

Decorations

Art printsqty 20
Buntingqty 6
Adhesive hooksqty 30
Name badgesqty 40
Directional signsqty 8

Tableware

Reusable cupsqty 50
Platesqty 40
Cutlery setsqty 40
Coffee cupsqty 30
Serving plattersqty 8
Pouring jugsqty 4

Kitchen

Kettlesqty 2
Coffee maker
Coolersqty 3
Cutting boardsqty 2
Bread knivesqty 2
Serving spoonsqty 4

Cleaning

Cleaning clothsqty 12
Bucketsqty 3
Broom and dustpanqty 2
Mopsqty 2

Catering

Groceries

Tips

Set the date, venue, and daily program before sending invitations. Participants need clear start and finish times, while teachers and supervisors need the workshop schedule early enough to prepare.
Check registrations at least one week before camp starts. Confirm participant details, dietary requirements, and any information teachers need for safe supervision instead of collecting it at the registration desk.
Count materials by workshop, not only by item type. Prepare enough sketchbooks, paper, paint, brushes, water cups, aprons, and protective covers for every participant and add a small reserve for damaged or spilled supplies.
Prepare workstations in advance by sorting materials for each workshop. Put paper, pencils, coloring tools, paint, palettes, brushes, and water cups on the correct tables so the first activity can start without unpacking boxes.
Test the projector, speaker, extension cords, power strips, and work lights before participants arrive. Keep the registration table and coffee and tea station separate from wet work areas, and explain safety rules at the start of the camp.

Frequently asked questions

How far in advance should I organize an art camp?: Set the date and reserve the venue at least 6 to 8 weeks ahead. Use the remaining weeks to confirm teachers, open registrations, order missing supplies, and prepare the workshop schedule.
How many art supplies do I need per participant?: Plan one basic workstation per participant, including paper, a sketchbook, pencils, an eraser, and access to coloring or painting tools. Add roughly 10% extra for shared supplies such as brushes, scissors, glue sticks, palettes, and water cups.
When should I check dietary requirements for art camp?: Ask for dietary requirements during registration and review the final list 7 days before camp. Recheck it when preparing refreshments so no information is missed during the busy arrival period.
What should I prepare on the morning of art camp?: Allow at least 90 minutes for checking keys, arranging tables and chairs, setting up workstations, placing protective covers, testing equipment, and preparing registration. Keep the program and safety explanation ready before the first participant arrives.

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.