Children’s Day Camp Checklist

A children’s day camp needs more than activities and snacks. You have to manage registrations, dietary information, consent forms, emergency contacts and escorts before the day begins. Then prepare activity materials, food stations, seating, shelter and first aid equipment in a clear order. This checklist helps you coordinate the practical details, including weather changes, sports equipment, creative supplies and arrival registration.

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

Set the date and program
2 people
Check the venue and grounds
2 people
Send invitations
2 people
Process registrations
2 people
Keep track of the participant list
Collect dietary requirements
Collect consent forms
2 people
Check emergency contacts
2 people
Assign escorts
2 people
Confirm reservations
Check activity materials
2 people
Check the weather forecast
Adjust the program for the weather
2 people
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Prepare materials per activity
3 people
Set up tables and chairs
4 people
Build party tents
4 people
Hang decorations
3 people
Test sound system
2 people
Set up food and drink stations
3 people
Lay out first aid and safety equipment
2 people
Set up the registration table
2 people
Hold a leaders briefing
6 people

Event

Welcome and register participants
4 people
Hand out wristbands
2 people
Welcome and explain the rules
3 people
Lead icebreaker games
5 people
Guide sports activities
6 people
Refill drinks
2 people
Serve fruit and snacks
3 people
Lead the creative activity
5 people
Set up the dinner buffet
4 people
Serve dinner
5 people
Serve dietary meals separately
2 people
Clear tables
4 people
Supervise the evening game
6 people
Hand out lemonade and water
2 people
Supervise the closing activity
5 people
Check out participants
4 people
Inform parents on departure
3 people

Aftercare

Collect waste
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Wash the dishes and kitchenware
3 people
Clean the venue
4 people
Inventory materials
2 people
Return borrowed materials
2 people
Register lost and found items
Inform parents about items

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 40
Buffet tablesqty 3
Registration desk
Waste binsqty 6

Tableware

Reusable platesqty 45
Reusable bowlsqty 45
Reusable cupsqty 60
Cutlery setsqty 45
Serving spoonsqty 6
Serving traysqty 6

Kitchen

Coolersqty 4
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Scissorsqty 3
Thermos flasksqty 4

Equipment

Bluetooth speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4

Sports equipment

Footballsqty 4
Basketballsqty 3
Conesqty 20
Skipping ropesqty 10
Hoopsqty 10
Field marker lines

Creative materials

Drawing paperqty 100
Colored pencilsqty 40
Markersqty 40
Paint setsqty 10
Brushesqty 30
Children's apronsqty 20

Safety

First aid kitsqty 2
Flashlightsqty 6
Whistlesqty 6
Wristbandsqty 45

Decorations

Buntingqty 6
Balloonsqty 80
Tableclothsqty 8

Lighting

LED lampsqty 6

Cleaning

Hand brushes and dustpanqty 2
Mopsqty 2
Bucketsqty 3
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the date and program before sending invitations, then give families a clear registration deadline. Leave at least 7 days between the deadline and camp day to check participant numbers, dietary requirements and consent forms.
Create one participant list that includes emergency contacts, dietary information and assigned escorts. Print a copy for the registration desk and keep a second copy with the person responsible for safety.
Prepare materials by activity rather than putting everything in one box. Pack sports equipment such as balls, cones and skipping ropes separately from drawing paper, colored pencils and markers so leaders can start each session quickly.
Check the weather forecast 48 hours before camp and decide what will move indoors or under party tents. Recheck it on the morning of the event before setting out tables, chairs and activity equipment.
Set up the registration table, first aid and safety equipment before food and activities. Chill drinks, prepare snacks and place reusable plates, bowls, cups and cutlery only after the serving stations are ready.

Frequently asked questions

How far in advance should I plan a children’s day camp?: Start at least 4 weeks before the camp date. Set the program and venue first, then send invitations, process registrations and collect consent forms before buying supplies or preparing activity materials.
When should parents submit consent forms and emergency contacts?: Set the deadline at least 7 days before camp day. This gives you time to follow up with missing forms, confirm dietary requirements and assign escorts using the final participant list.
How much food and drink do I need for a children’s day camp?: Plan one snack serving for each child plus around 10% extra, and provide drinks for the full program with a refill option. Confirm the final headcount 3 to 5 days beforehand so shopping and preparation match registrations.
What should I do if rain changes the camp program?: Make the weather decision 24 to 48 hours before the event and prepare an indoor or covered alternative for every outdoor activity. Keep tents, extension cords, speakers and creative materials ready so the program can change without delaying registration.

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.