Bergkamp checklist: what to arrange and when

Organising Bergkamp takes more than booking a date and packing tents. You need a clear sequence for registrations, medical and consent information, group assignments, activities, food, camping equipment and safety checks. Start with the participant details and programme, then confirm reservations and supplies. In the final week, focus on weather, chilled food, printed lists and a setup that works even if plans change.

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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
Create participant list
Send invitations
2 people
Process registrations
Send reminder to no-shows
Collect dietary requirements
Collect medical information
Check emergency contacts
Check consent forms
2 people
Assign escorts
2 people
Create group assignments
2 people
Develop the activity program
3 people
Confirm reservations
Check the weather forecast
Set up bad weather program
2 people
Inventory materials
2 people
Purchase missing supplies
2 people
Check tents and sleeping gear
3 people
Check first aid kit
Send participant information
Pick up groceries
3 people
Sort non-perishable groceries
2 people
Keep chilled products cool
2 people
Prepare participant badges
2 people
Print program and group lists
Prepare materials per activity
4 people
Check the grounds and restroom facilities
2 people
Set up the tents
6 people
Set up sleeping accommodations
4 people
Set up tables and benches
4 people
Put up the information board
2 people
Set out game materials
4 people
Set up the dining area
3 people
Chill drinks
2 people
Set out lunch and snacks
3 people
Hold a leaders briefing
8 people
Set up the registration table
2 people

Event

Receive participants
4 people
Register attendance
2 people
Hand out badges
2 people
Assign sleeping places
3 people
Give the welcome and safety briefing
2 people
Lead the group game
6 people
Hand out water and snacks
3 people
Guide sports activities
6 people
Refill drinks
2 people
Prepare dinner
5 people
Serve dinner
5 people
Serve dietary meals separately
2 people
Clear tables
4 people
Support the evening activity
6 people
Serve hot drinks
3 people
Restock drinks and snacks
2 people
Lead the evening closing
3 people
Explain the night rules
2 people
Guide participants to the tents
6 people
Conduct a site round
2 people

Aftercare

Collect waste
4 people
Wash dishes and cookware
4 people
Take down tables and benches
4 people
Take down tents
6 people
Air out sleeping gear
4 people
Clean the grounds
5 people
Clean the restrooms
3 people
Sort leftover food
2 people
Count and check materials
3 people
Return borrowed materials
2 people
Wash laundry and cloths
2 people
Register lost and found items
Return lost property
Share participant photos securely

What to bring

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

Furniture

Tablesqty 6
Folding benchesqty 8
Chairsqty 12
Registration desk
Waste binsqty 6
Clothing rackqty 2
Storage cratesqty 12
Coolersqty 4
Party tentsqty 2
Camping tablesqty 2

Camping

Four-person tentsqty 12
Sleeping matsqty 48
Sleeping bagsqty 48
Cushionsqty 48
Night lightsqty 12
Flashlightsqty 12
Herringqty 96
Guy ropesqty 24
Ground tarpsqty 12
Rain coversqty 12

Tableware

Reusable cupsqty 60
Platesqty 60
Bowlsqty 60
Knivesqty 60
Forksqty 60
Spoonsqty 60
Coffee potsqty 3
Pitchersqty 4

Kitchen

Cooking potsqty 4
Frying pansqty 2
Cutting boardsqty 4
Chef's knifeqty 4
Serving spoonsqty 6
Mixing bowlsqty 4
Measuring cupsqty 2
Kitchen lightersqty 3

Equipment

Gas stovesqty 4
Gas cylindersqty 4
Extension cordsqty 4
Power stripsqty 4

Lighting

LED lampsqty 8
String lightsqty 4
Batteriesqty 24

Sports equipment

Footballsqty 4
Volleyballqty 2
Basketballsqty 2
Frisbeesqty 6
Conesqty 30
Relay batonsqty 12
Skipping ropesqty 12
Blindfoldsqty 12
Water balloonsqty 200

Safety

First aid kitsqty 2
Emergency blanketsqty 10
Whistlesqty 8
Safety scissors, no pocketknifeqty 4

Communication

Walkie-talkiesqty 8
Megaphone
Power banksqty 8

Decorations

Name badgesqty 60
Markersqty 20
Tapeqty 6
Ropeqty 100
Buntingqty 8
Whiteboardsqty 3
Whiteboard markersqty 12

Cleaning

Bucketsqty 4
Spongesqty 12
Dish brushesqty 4
Mop setsqty 2
Hand broomsqty 4
Dustpan and brushqty 2
Clotheslinesqty 2

Catering

Groceries

Tips

Set the date and programme before sending invitations. Once registrations begin, collect dietary requirements, medical information, emergency contacts and consent forms together so you are not chasing missing details later.
Close registrations early enough to create group assignments and assign escorts. Send a reminder to anyone who has not responded rather than trying to complete the participant list during setup.
Check camping equipment several days before Bergkamp, not on arrival day. Count the four-person tents, sleeping mats, sleeping bags, flashlights and night lights, and check every tent for usable guy ropes and ground tarps.
Review the weather forecast in the final week and prepare the bad-weather programme before it is needed. Party tents, rain covers and coolers should be available at setup, while chilled products need to stay cold from grocery pickup until serving.
Print the programme, group lists and participant badges before the event day. Set up the registration desk, tables, benches, clothing rack, storage crates and waste bins so arrivals can be processed without blocking the activity area.

Frequently asked questions

How far in advance should I start organising Bergkamp?: Start at least 6 to 8 weeks before Bergkamp. That gives you time to set the programme, invite participants, process registrations, collect medical and consent information, and confirm reservations.
When should Bergkamp registrations close?: Close registrations around 10 to 14 days before the event. Use that time to create groups, assign escorts, check dietary requirements and send participant information.
When should I check the weather for Bergkamp?: Check the forecast 7 days before Bergkamp and again 24 hours before setup. Have the bad-weather programme, party tents and rain covers ready before the final check.
How early should I prepare the food and camping gear?: Inventory camping gear and kitchen supplies 3 to 5 days beforehand, then pick up groceries close enough to keep chilled products cold. Sort non-perishable groceries before setup and check the first aid kit at the same time.

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.