Christmas camp checklist: what to arrange and when

A Christmas camp needs more than a festive programme. You have to coordinate registrations, dietary and emergency information, consent forms, groups, supervisors, food, activities and equipment before participants arrive. This checklist gives you a clear order for the work, from choosing the date and venue to opening the rooms on the day. It also highlights details that are easy to leave until the last minute, such as keeping chilled groceries cold and testing the projector, speakers and power supply.

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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
Check insurance and permission
Arrange supervisors and contacts
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Collect emergency contacts
Check consent forms
2 people
Create final participant list
Assign groups and supervisors
2 people
Coordinate the program
3 people
Prepare activities
4 people
Prepare Christmas craft activity
3 people
Set up the treasure hunt
3 people
Check music and film
2 people
Check the shopping list
2 people
Do the shopping
3 people
Sort groceries
3 people
Keep chilled products cool
2 people
Collect materials
3 people
Prepare name badges
2 people
Print the run sheet

Event

Open venue
2 people
Check rooms
2 people
Set up tables and chairs
5 people
Hang Christmas decorations
4 people
Connect lights and music
2 people
Set up craft tables
3 people
Set up the buffet and drinks station
4 people
Prepare snacks
4 people
Prepare the hot meal
4 people
Set up the registration table
2 people
Brief chaperones
2 people
Receive participants
4 people
Register attendance
2 people
Explain the program and rules
3 people
Lead the introduction game
5 people
Lead the Christmas craft activity
6 people
Refill drinks
2 people
Clear the craft tables
3 people
Guide the scavenger hunt
8 people
Set up the buffet
4 people
Serve dinner
5 people
Serve diet meals
2 people
Clear tables
5 people
Wash dishes
4 people
Host the Christmas quiz
3 people
Set up the screening room
3 people
Supervise movie night
4 people
Serve hot drinks
3 people
Check out participants
3 people
Inform parents and contacts
2 people

Aftercare

Remove decorations
4 people
Put furniture back
5 people
Sort materials
3 people
Store leftover food
2 people
Collect waste
3 people
Clean the kitchen
4 people
Clean the restrooms
2 people
Clean the rooms
4 people
Return borrowed items
2 people
Return lost and found items
Share participant photos

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Buffet tablesqty 3
Stoolsqty 6

Tableware

Reusable platesqty 50
Reusable bowlsqty 50
Reusable cupsqty 60
Mugsqty 50
Cutlery setsqty 60
Serving spoonsqty 6
Cake scissorsqty 2

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Mixing bowlsqty 6
Serving plattersqty 8
Food warmersqty 4
Kettlesqty 3
Coffee machinesqty 2
Thermos flasksqty 4
Coolersqty 4
Kitchen scalesqty 2

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Microphone
Power stripsqty 5
Extension cordsqty 5
Charging cablesqty 6

Lighting

LED light stringsqty 6
LED lampsqty 8
Battery lanternsqty 6

Decorations

Christmas tree
Christmas baublesqty 40
Christmas garlandsqty 8
Poinsettiasqty 12
Table runnersqty 8
Pine branchesqty 10
Christmas wreathsqty 3
Name badgesqty 50
Christmas scene figurinesqty 6

Crafting

Apronsqty 25
Children's scissors setsqty 25
Craft matsqty 10
Craft binsqty 10
Glue gunsqty 4
Plate markersqty 12

Game materials

Conesqty 40
Diceqty 12
Music quiz cardsqty 50
Scavenger hunt signsqty 12
Flashlightsqty 12

Safety

First aid kit
Flashlights for escortingqty 6
Safety vestsqty 10
Emergency contact folder
Pictogram cardsqty 10

Cleaning

Bucketsqty 4
Mopsqty 4
Dustpan and brushqty 3
Cleaning glovesqty 8
Microfiber clothsqty 20
Trash binsqty 8

Groceries

Groceries

Tips

Set a firm deadline for registrations and collect dietary requirements, emergency contacts and consent forms at the same time. Aim to complete the final participant list at least 3 days before camp so groups and supervisors can be assigned properly.
Plan food logistics alongside the shopping list. Sort groceries as soon as they arrive, keep chilled products in coolers, and check that you have enough reusable plates, bowls, cups, mugs and cutlery before cooking starts.
Test the Christmas activities before the camp begins, including the craft materials, treasure hunt route, music and film. Prepare one printed run sheet so supervisors know the programme even if the laptop, projector or internet connection fails.
Check the venue room by room before participants enter. Allow at least 60 minutes to arrange tables, chairs, buffet tables, name badges, LED light strings and activity materials, then confirm that extension cords and power strips are safely placed.
Confirm every contact and permission before opening the venue. Keep supervisor details, emergency contacts, insurance or permission records and the final participant list together in one accessible folder, rather than relying on separate messages or devices.

Frequently asked questions

How far in advance should I start planning a Christmas camp?: Start at least 6 to 8 weeks before the camp. Book the venue, confirm the programme, arrange supervisors and send invitations first; collect final registrations and consent information no later than 3 days before the start.
When should I collect dietary requirements and emergency contacts?: Collect both when participants register, not during arrival. Set a registration deadline around 2 weeks before camp and review the information again when you create the final participant list.
How long before Christmas camp should I do the shopping?: Buy non-perishable groceries and materials several days in advance. Purchase chilled products as close as possible to the camp, ideally within 24 hours, and store them in coolers until they are needed.
What should I check on the morning of a Christmas camp?: Open the venue at least 60 minutes before participants arrive. Check the rooms, tables and chairs, food and drink setup, activity materials, name badges, projector, speakers, microphone, charging cables and safe power connections.

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.