Church youth camp checklist

A church youth camp needs more than tents and a good programme. You need a confirmed site, trained supervisors, consent and medical information, transport, food, activities and a clear emergency plan. Work through the checklist in order so missing forms, dietary requirements and equipment do not surface on arrival day. Give yourself extra time for campsite rules, group assignments and perishable shopping, because these are easy to leave until the final week.

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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 camp date and location
2 people
Make campsite reservation
Check permits and conditions
Assign supervisors and leaders
2 people
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Collect medical information
Check consent forms
2 people
Create the participant list
Compile emergency contacts
Create the schedule and group assignments
3 people
Prepare Bible program
2 people
Develop games and activities
3 people
Arrange transport and drivers
2 people
Check the weather forecast
Finalize the shopping list
2 people
Do the shopping
3 people
Chill perishable groceries
2 people
Gather camping gear
3 people
Sort materials by activity
3 people
Check the first aid kit
Send participant information
Inspect venue and restrooms
2 people
Set up the tents
6 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up kitchen and serving area
3 people
Hang up decorations
3 people
Test sound and lighting
2 people
Set out activity materials
3 people
Set up registration desk
2 people

Event

Staff the reception desk
2 people
Register participants
3 people
Escort luggage to the tents
4 people
Explain camp rules and safety
2 people
Lead the introduction game
4 people
Lead sports and outdoor games
6 people
Chill drinks
2 people
Prepare dinner
5 people
Set the tables
3 people
Serve dinner
5 people
Refill drinks
2 people
Clear away dishes
3 people
Support the evening program
5 people
Lead Bible moment
2 people
Hand out evening snacks
2 people
Evening rounds along the tents
4 people
Brief the night watch
2 people

Aftercare

Collect waste
3 people
Wash dishes and cookware
4 people
Clean and dry the tents
4 people
Clean the venue
5 people
Return materials
3 people
Return borrowed items
2 people
Store remaining non-perishable supplies
2 people
Wash laundry and cloths
2 people
Share participant photos securely
Send thank-you message

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 6
Chairsqty 60
Beer table setsqty 4

Camping

Group tentsqty 8
Ground tarpsqty 8
Herringqty 80
Guy ropesqty 20

Tableware

Reusable cupsqty 70
Platesqty 70
Cutlery setsqty 70
Soup ladlesqty 6
Scissorsqty 4

Kitchen

Cooking potsqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Mixing bowlsqty 4
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 4

Equipment

Portable speakersqty 2
Microphone

Lighting

String lightsqty 4
LED lampsqty 8

Sports equipment

Footballsqty 4
Volleyballqty 2
Frisbeesqty 6
Conesqty 20
Skipping ropesqty 8
Tug of war rope

Decorations

Buntingqty 8
Name stickersqty 70
Markersqty 20
A4 paperqty 2

Safety

First aid kitsqty 2
Flashlightsqty 8
Reflective vestsqty 10

Cleaning

Waste binsqty 6
Bucketsqty 4
Dish brushesqty 4
Reusable cleaning clothsqty 20

Catering

Groceries

Tips

Start 8–12 weeks before camp by confirming the date, reserving the campsite and checking permits, site conditions, toilets, cooking facilities and quiet-hour rules. Do not assume the venue provides tables, chairs or lighting.
Close registration at least 2 weeks before departure. Use the final participant list to check consent forms, medical information, dietary requirements, emergency contacts and the number of supervisors needed for each group.
Send transport details 7 days before camp, including departure time, meeting point, driver names and what each participant may bring. Keep a separate list of drivers and vehicles so a late cancellation does not disrupt the plan.
Buy shelf-stable food first, then shop for chilled items 1–2 days before departure. Chill perishable groceries immediately, and pack coolers, cooking pots, cutting boards, knives, kettles and thermos flasks together rather than scattering them across boxes.
Sort Bible materials, games and sports equipment by activity before loading. Check the first aid kit, test the portable speaker and microphone, and place LED lamps, string lights, ground tarps, guy ropes and tent pegs where leaders can find them after dark.

Frequently asked questions

How far in advance should I plan a church youth camp?: Start 8–12 weeks ahead. Secure the campsite and leaders first, then open registration and collect consent, medical and dietary information. Keep the final 2 weeks for transport, shopping, group assignments and equipment checks.
What information should a church youth camp registration form collect?: Collect the participant’s name, age, guardian details, emergency contacts, consent, medical information and dietary requirements. Close the form about 2 weeks before camp so leaders have time to review the final list.
How many supervisors do I need for a church youth camp?: Use your church safeguarding policy and local requirements rather than guessing. Set the leader roster before invitations go out, then assign named supervisors to each group and keep at least one additional adult available for illness or emergencies.
When should I send church youth camp information to parents?: Send the complete information 7 days before departure. Include the schedule, meeting point, transport details, packing instructions, contact numbers, accommodation arrangements, food information and what to do in an emergency.

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.