Children’s Camp Care: a practical organising checklist

Children’s Camp Care needs more than activities and snacks. Before the day, you need complete registrations, parent details, dietary requirements, emergency contacts and consent forms for every child. The programme, group assignments and activity materials should be ready before staff arrive. On the day, set up the reception, food stations and activity corners, then complete a safety check before registration begins.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Send invitations
2 people
Process registrations
2 people
Check parent details
2 people
Collect dietary requirements
2 people
Record emergency contacts
2 people
Check consent forms
2 people
Develop the program and rules
3 people
Create group assignments
2 people
Check activity materials
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare meal
3 people
Print participant lists
Prepare name stickers
2 people
Check first aid supplies
Set up tables and chairs
4 people
Set up activity corners
4 people
Hang decorations
2 people
Set up the reception desk
2 people
Set up food and drink stations
3 people
Conduct a safety check
2 people
Instruct staff
3 people

Event

Register children
4 people
Welcome parents
3 people
Hand out name stickers
2 people
Lead the welcome game
4 people
Explain the group rules
3 people
Lead the craft session
4 people
Serve the afternoon break
3 people
Refill drinks
2 people
Supervise outdoor games
5 people
Count children after activities
3 people
Serve dinner
4 people
Distribute diet meals
2 people
Collect tableware
3 people
Support the evening activity
5 people
Serve a late-night snack
3 people
Get the children ready to leave
4 people
Hand children over to their parents
4 people
Register lost items
2 people

Aftercare

Collect waste
3 people
Wash dishes
3 people
Clean rooms
4 people
Put furniture back
4 people
Sort and store materials
3 people
Store leftover food
2 people
Return borrowed items
2 people
Return lost and found items
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 40
Children’s tablesqty 4
Children's chairsqty 30
Coat racksqty 3

Tableware

Reusable cupsqty 50
Platesqty 50
Cutlery setsqty 50
Serving plattersqty 8
Pouring jugsqty 6

Kitchen

Coolersqty 4
Cutting boardsqty 3
Kitchen knivesqty 4
Serving spoonsqty 6
Food warmersqty 4

Equipment

Kettlesqty 2
Coffee machinesqty 2
Portable speakersqty 2
Extension cordsqty 4
First aid kitsqty 2
Flashlightsqty 4

Sports equipment

Footballsqty 4
Soft ballsqty 8
Conesqty 20
Skipping ropesqty 10
Hoopsqty 10
Relay batonsqty 8

Decorations

Buntingqty 6
Name stickersqty 45
Waterproof markersqty 12
Tableclothsqty 8
Coloring pagesqty 40
Craft paperqty 10
Colored pencilsqty 10
Glue sticksqty 20
Children's scissors setsqty 10

Cleaning

Bucketsqty 3
Cleaning clothsqty 12
Waste binsqty 6
Hand soap dispensersqty 4
Hand sanitizerqty 4

Catering

Groceries

Tips

Set a clear deadline for registrations and consent forms at least 7 days before camp. Use the final participant list to check parent details, emergency contacts and dietary requirements rather than relying on information at the door.
Prepare group assignments and the programme at least 3 days ahead. Keep a printed copy of the participant lists at the reception desk and give staff the group information before children arrive.
Check activity materials before shopping, especially balls, cones, skipping ropes, hoops and relay batons. Test portable speakers and extension cords the day before so setup does not become a last-minute equipment check.
Prepare name stickers with waterproof markers and organise them at the reception desk. Allow 10–15 minutes before the start for registration, parent questions and handing stickers to children.
Set up tables, chairs, food and drink stations, and activity corners before registration opens. Complete the safety check after setup, including first aid supplies, cables, furniture and access routes.

Frequently asked questions

How far in advance should I organise Children’s Camp Care?: Start 3–4 weeks before the camp with invitations and registrations. Finalise parent details, dietary requirements, emergency contacts and consent forms no later than 7 days before the event.
When should consent forms be collected for children’s camp?: Set the collection deadline at least 7 days before camp, then check every registration against the final participant list. Contact parents about missing forms before the day rather than during registration.
How early should staff arrive for Children’s Camp Care?: Have staff arrive at least 60 minutes before children are expected. Use the first 30 minutes for setup and the remaining time to review group assignments, rules, activities and safety procedures.
How long does registration take at a children’s camp?: Allow around 5 minutes per child if details are already complete, and 10 minutes when parents may need to answer questions. Open the reception desk 15–30 minutes before the programme starts to avoid a queue.

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.