Camp for Young Carers: Planning Checklist

A camp for young carers needs more than a programme and a booking. You need clear consent, medical and emergency information, suitable group assignments, safe transport and activities that work in changing weather. Start with the participant and safeguarding details, then confirm the venue, transport and staffing before buying supplies. Use this checklist to keep the practical work in order, from registrations through the final equipment and first-aid check.

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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

Confirm date and location
2 people
Determine number of participants
2 people
Create registration form
2 people
Draw up a consent form
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Collect medical information
2 people
Check emergency contacts
2 people
Check permissions
2 people
Create participant list
Create group assignments
2 people
Assign escorts
2 people
Develop the program
2 people
Prepare activities
3 people
Confirm venue booking
Confirm transport reservation
Check the weather forecast
Prepare a rainy-day program
2 people
Check the shopping list
2 people
Do the shopping
3 people
Collect materials
3 people
Label the materials
2 people
Check first aid kit
Prepare medicines safely
2 people
Print participant information
Share arrangements with chaperones
2 people

Event

Open venue
2 people
Set up tables and chairs
4 people
Set up party tents
4 people
Set up activity corners
4 people
Hang decorations
2 people
Set up the registration table
2 people
Chill drinks
2 people
Set out welcome snacks
2 people
Brief chaperones
2 people
Receive participants
4 people
Register attendance
2 people
Keep emergency contacts reachable
Welcome and give instructions
2 people
Lead the introduction game
3 people
Refill break drinks
2 people
Supervise outdoor activity
5 people
Lead the creative activity
4 people
Serve fruit and snacks
2 people
Guide handwashing
2 people
Set up the buffet
4 people
Serve dinner
4 people
Refill drinks
2 people
Collect tableware
3 people
Supervise the evening game
4 people
Facilitate a quiet discussion group
2 people
Tell camping legends
2 people
Serve the final snacks
2 people
Check out participants
3 people
Check pickup contacts
2 people
Safely hand over participants
3 people

Aftercare

Collect waste
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Sort activity materials
3 people
Wash dishes
3 people
Clean the venue
4 people
Empty coolers
2 people
Collect lost and found items
Return materials
2 people
Remove empty packaging
2 people
Complete site handover
Send parents aftercare information
2 people
Return borrowed items
2 people
Process expense claims and receipts

What to bring

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

Furniture

Tablesqty 8
Chairsqty 40
Party tentsqty 3
Picnic blanketsqty 8
Foldable tablesqty 2

Tableware

Reusable cupsqty 50
Reusable platesqty 50
Reusable cutleryqty 50
Small bowlsqty 12
Serving spoonsqty 8
Thermos flasksqty 4

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Mixing bowlsqty 6
Serving plattersqty 8
Water jugsqty 6
Coolersqty 5

Equipment

Bluetooth speakersqty 2
Extension cordsqty 3
Power stripsqty 3
Megaphone
Power banksqty 6

Lighting

LED string lightsqty 4
LED lampsqty 6

Sports equipment

Footballsqty 3
Volleyballqty 2
Frisbeesqty 6
Conesqty 20
Skipping ropesqty 8
Badminton setsqty 4
Ball pump

Activities

Game cardsqty 6
Board gamesqty 8
Drawing paperqty 100
Colored pencilsqty 40
Markersqty 40
Scissorsqty 12
Glue sticksqty 12
Ropeqty 3
Sticky notesqty 12
Pensqty 40
Name badgesqty 45

Decorations

Buntingqty 6
Balloonsqty 80
Tableclothsqty 8
Directional signsqty 10

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Hand broomsqty 4
Waste binsqty 6

Safety

First aid bagsqty 2
Flashlightsqty 6
Whistlesqty 6
Reflective vestsqty 8
Medicine box

Registration

Clipboardsqty 4
Document foldersqty 6
Pen casesqty 4

Catering

Groceries

Tips

Set a registration deadline early enough to process consent forms, dietary requirements, medical information and emergency contacts before assigning groups or escorts. Keep one current participant list for the whole team.
Confirm the venue and transport reservations before sending final details. Check arrival and departure times, access arrangements, weather exposure and where participants can wait if transport is delayed.
Prepare a rainy-day programme before camp starts, not when the forecast changes. Make sure indoor activities match the available tables, chairs, power points and materials.
Label activity materials by group before loading them. Sports equipment such as footballs, volleyballs, frisbees, cones, skipping ropes and badminton sets is easier to distribute when each activity has one packed set.
Complete the first-aid and medication check before participants arrive. Medicines should be safely prepared, clearly linked to the correct participant information and accessible only to the designated responsible adults.

Frequently asked questions

When should I send invitations for a camp for young carers?: Send invitations at least 4 weeks before camp if possible. This gives families time to register and gives organisers time to collect consent, dietary requirements, medical information and emergency contacts.
How far in advance should transport be confirmed for camp?: Confirm transport as soon as the date, location and expected participant number are known, ideally at least 3 weeks in advance. Recheck the reservation and pickup details during the final week.
What information do I need from young carers before camp?: Collect registration details, signed consent, dietary requirements, medical information, emergency contacts and any required permissions. Set a deadline at least 7 days before camp so the list can be checked and group assignments completed.
When should I check the weather and prepare a backup programme?: Check the forecast 3 to 5 days before camp and again on the morning of the event. Prepare the rainy-day programme in advance so activities can switch without delaying the schedule.

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.