Club weekend checklist

A club weekend involves more than booking accommodation and filling the programme. You also need room assignments, transport, dietary information, emergency contacts, food, equipment and a clear arrival plan. Start with the fixed arrangements, then collect participant details and build the schedule. In the final week, check the forecast, shopping list, rooms and sound equipment so the weekend does not depend on last-minute decisions.

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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 date and location
2 people
Reserve accommodation
Reserve activities
Arrange transport
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Collect emergency contacts
Create room assignments
2 people
Create the program
2 people
Send participant information
Check the weather forecast
Check the shopping list
2 people
Do the shopping
3 people
Collect materials
3 people
Check the games
2 people
Create a music playlist
Check the first aid kit
Load cars
4 people
Open venue
2 people
Check rooms
2 people
Set up tables and chairs
4 people
Prepare the bedrooms
4 people
Hang decorations
3 people
Connect the sound system
2 people
Set up activities
3 people
Chill drinks
2 people
Set up the reception table
2 people

Event

Receive participants
3 people
Distribute keys and rooms
2 people
Explain the house rules
Serve welcome drinks
2 people
Guide the afternoon activity
3 people
Refill drinks
2 people
Set out snacks
2 people
Serve snacks
2 people
Prepare dinner
4 people
Serve dinner
4 people
Clear up dinner
4 people
Support the evening program
3 people
Operate the music
Carry out a night check
2 people
Prepare breakfast
3 people
Make coffee and tea
2 people
Serve breakfast
3 people
Clear breakfast away
3 people
Lead morning activity
3 people
Prepare lunch
3 people
Serve lunch
3 people
Clear away lunch
3 people
Supervise the final activity
3 people
Take group photo
2 people

Aftercare

Check rooms
3 people
Check out participants
2 people
Collect materials
4 people
Remove decorations
3 people
Sort waste
3 people
Wash dishes
4 people
Clean the kitchen
3 people
Clean the restrooms
2 people
Clean common areas
4 people
Put the tables and chairs back
4 people
Switch off equipment
2 people
Return venue keys
Return borrowed items
2 people
Clear away leftover stock
2 people
Collect lost and found items
Share photos with participants

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 36
Beer tablesqty 4
Coat racksqty 2
Waste binsqty 4

Tableware

Drinking glassesqty 40
Wine glassesqty 36
Coffee cupsqty 36
Breakfast platesqty 36
Dinner platesqty 36
Cutlery setsqty 40
Serving plattersqty 8
Serving spoonsqty 8

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Measuring cupsqty 2
Mixing bowlsqty 4
Pansqty 4
Roasting pansqty 2
Serving spoonsqty 6
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Ice packsqty 12
Grocery Cratesqty 8

Equipment

Bluetooth speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Charging cablesqty 6
Power banksqty 4
Microphone
Laptop
Projection screen
Projector

Decorations

Balloonsqty 60
Buntingqty 8
Tableclothsqty 8
Name badgesqty 40
Markersqty 12
Tapeqty 4
Poster puttyqty 4

Lighting

String lightsqty 4
Table lampsqty 4
Flashlightsqty 6

Sports equipment

Footballsqty 2
Volleyball net
Volleyballqty 2
Frisbeesqty 4
Conesqty 20
Ropeqty 2
Ball pump
Board gamesqty 12
Playing cardsqty 6
Quiz boardsqty 6
Pensqty 40
Notepadsqty 40

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Confirm the date, accommodation and activities before sending invitations. Once registrations open, collect dietary requirements and emergency contacts with a clear deadline, such as two weeks before departure.
Create room assignments and send participant information at least 7 days in advance. Include arrival times, transport details, what to bring, sleeping arrangements and the full programme.
Plan food by moment rather than by day: arrival drinks, dinner, breakfast and snacks. Check quantities against the final registration list before shopping, and keep coolers, ice packs and grocery crates ready for transport.
Prepare the venue in zones: tables and chairs for meals, a separate area for coats and waste, and bedrooms ready before participants arrive. This prevents setup, room checks and welcoming guests from competing for attention.
Test the Bluetooth speakers, extension cords, power strips and charging cables before loading the cars. Check the first aid kit and games at the same time, then use a short opening checklist when the venue is unlocked.

Frequently asked questions

How far in advance should I organise a club weekend?: Set the date, location and accommodation at least 8 to 12 weeks ahead. Reserve activities and transport soon after, then open registrations once the main costs and schedule are known.
When should I send invitations for a club weekend?: Send invitations 6 to 8 weeks before the weekend whenever possible. Give people a registration deadline around 3 weeks before departure so you still have time to assign rooms, arrange transport and buy food.
How much food and drink do I need for a club weekend?: Base the quantities on the final number of participants and count every planned meal separately. For the first evening, allow roughly 2 to 3 drinks per person during the first hour, then adjust for the rest of the programme and provide non-alcoholic options.
When should I send the club weekend information to participants?: Send the practical information at least 7 days before departure, after room assignments and the programme are settled. Include the meeting point, transport, arrival time, accommodation, activities, dietary arrangements and emergency contact details.

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.