Care camp checklist: what to arrange and when

A care camp needs more than a programme and a booked venue. You need time to collect medical information, medication arrangements, dietary requirements and emergency contacts before participants arrive. This checklist follows the work from setting the date and reserving rooms through registrations, staffing, catering and the final room setup. Use it to keep responsibilities clear and prevent practical details from being left until the last day.

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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 and rooms
2 people
Recruit supervisors and volunteers
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
2 people
Collect medical information
2 people
Check permissions
2 people
Record medication arrangements
2 people
Collect emergency contacts
Check accessibility
2 people
Develop the day programme
3 people
Prepare activities
3 people
Confirm reservations
Determine catering quantities
2 people
Finalize shopping list
2 people
Assign escorts
2 people
Send participant information
2 people
Check materials
2 people
Do the shopping
3 people
Pick up fresh fruit and bread
2 people
Open venue
2 people
Ventilate the rooms
2 people
Set up tables and chairs
4 people
Set up the reception area
2 people
Set up activity rooms
4 people
Set up the rest area
2 people
Hang up decorations
2 people
Set out coffee and tea
2 people
Prepare the lunch buffet
3 people
Prepare dinner
3 people
Prepare attendance list
Store medication safely
2 people
Brief chaperones
3 people

Event

Register participants
4 people
Hand out wristbands
2 people
Lead the welcome program
4 people
Explain the group division
3 people
Facilitate icebreaker activity
5 people
Serve drinks and fruit
3 people
Lead the creative activity
5 people
Lead a break moment
4 people
Refill drinks
2 people
Set up buffet
4 people
Serve dinner
5 people
Serve diet meals
2 people
Collect tableware
3 people
Supervise the evening game
6 people
Serve evening snack
3 people
Guide the farewell moment
4 people
Ensure participants leave safely
4 people
Distribute medication and personal items
2 people

Aftercare

Collect waste
3 people
Wash dishes
3 people
Clean the kitchen
2 people
Clear away activity materials
3 people
Put tables and chairs back
4 people
Clean rooms
3 people
Remove decorations
2 people
Inventory materials
2 people
Return borrowed items
2 people
Return lost and found items
Delete participant information
Send thank-you message
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 36
Buffet tablesqty 3
Coat racksqty 2
Rest benchesqty 4

Tableware

Reusable platesqty 40
Reusable bowlsqty 40
Reusable cupsqty 50
Cutlery setsqty 40
Serving spoonsqty 6
Pouring jugsqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 4
Power stripsqty 4
Bluetooth speakersqty 2
Microphone
First aid kitsqty 2
Flashlightsqty 4
Walkie-talkiesqty 6

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Mixing bowlsqty 4
Food warmersqty 4
Thermos flasksqty 4
Ice packsqty 12
Cold thermometersqty 2

Decorations

Buntingqty 8
Balloonsqty 60
Tableclothsqty 8
Name badgesqty 40
Wristbandsqty 40

Sports equipment

Soft ballsqty 8
Conesqty 20
Hoopsqty 8
Skipping ropesqty 8
Game cardsqty 4
Board gamesqty 6
Drawing tablesqty 4
Colored pencil setsqty 8
Craft matsqty 8

Cleaning

Broom and dustpanqty 2
Mopsqty 3
Bucketsqty 3
Hand broomsqty 3

Catering

Groceries

Tips

Start with the date, programme and venue, then confirm how many rooms, supervisors and volunteers you need. Reserve sleeping or activity rooms early, especially when the camp depends on accessible facilities.
Collect participant information in separate steps: registrations, dietary requirements, medical information, medication arrangements and emergency contacts. Set one clear deadline for submissions, ideally at least 2 weeks before camp starts.
Plan supervision around the actual programme and assign escorts before sending participant information. Include accessibility needs and any activities that require closer supervision, rather than solving these during arrival.
Work out catering quantities from the confirmed registration total, then finalise the shopping list. Arrange fresh fruit and bread close to the event, while checking earlier that reusable tableware, serving equipment and food warmers are available.
Use the final day for a short setup sequence: open and ventilate the rooms, arrange tables and chairs, prepare the reception area and check power for coffee machines, kettles, speakers and other equipment. Keep name badges, wristbands and emergency information at reception.

Frequently asked questions

How far in advance should I organise a care camp?: Set the date and reserve the venue and rooms at least 8 to 12 weeks ahead. Aim to close registrations and collect medical, dietary and emergency information at least 2 weeks before the camp.
What information should I collect from care camp participants?: Collect registration details, dietary requirements, medical information, medication arrangements and an emergency contact for every participant. Set a submission deadline at least 14 days before arrival so supervisors can review the information.
How many supervisors and volunteers do I need for a care camp?: The number depends on participant needs, the programme and whether escorts are required for specific activities. Assign every supervisor or volunteer to a clear role before sending the participant information, and confirm the final roster at least 1 week before camp.
When should I buy food and prepare the care camp venue?: Determine catering quantities after registrations close and complete the main shopping before the final setup day. Pick up fresh fruit and bread shortly before the camp, then open, ventilate and set up the rooms on the scheduled arrival day.

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.