Debate camp checklist: what to arrange and when

A debate camp needs more than debate motions and a room full of chairs. You need a clear registration process, parent and emergency details, accessible transport, trained moderators, a confirmed jury and rooms that work for both discussion and judging. Start with the date and location, then build the programme, assign groups and prepare the paperwork. In the final week, print the run sheet and participant list, pack food separately and test the projector, stopwatch, bell and power connections.

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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
Send invitations
2 people
Process registrations
Collect parent contact details
Collect dietary requirements
Check emergency contacts
Secure debate moderators
Confirm the debate jury
Reserve rooms
Check transport and accessibility
Create the program
2 people
Select debate motions
2 people
Develop debate rules
2 people
Assign participant groups
Prepare jury forms
2 people
Print the run sheet
Print participant list
Make name badges
2 people
Prepare presentations
2 people
Do the shopping
2 people
Collect materials
2 people
Pack food separately
2 people
Check rooms and exits
2 people
Set up tables and chairs
4 people
Set up debate rooms
4 people
Set up registration desk
2 people
Lay out name badges
Hang up signage
2 people
Chill drinks
2 people
Prepare coffee and tea
2 people

Event

Register participants
3 people
Welcome and explain the program
2 people
Lead the introduction game
3 people
Explain debate techniques
3 people
Guide the argumentation exercise
4 people
Serve snack breaks
2 people
Refill drinks
Lead prep rounds
4 people
Serve dinner
4 people
Clear up dinner
3 people
Support the final rounds
5 people
Collect judging forms
2 people
Calculate the result
2 people
Handle prize ceremony
2 people
Serve evening snack
2 people
Ensure participants leave safely
3 people

Aftercare

Collect waste
3 people
Wash dishes
3 people
Put tables and chairs back
4 people
Clear away debate materials
2 people
Clean rooms
3 people
Return materials
2 people
Clear away leftover food
2 people

What to bring

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

Furniture

Chairsqty 40
Tablesqty 10
Registration desk
Judges' tableqty 2

Tableware

Reusable cupsqty 50
Platesqty 45
Cutlery setsqty 45
Coffee cupsqty 30

Kitchen

Thermos flasksqty 3
Coolersqty 3
Serving traysqty 6
Cutting boardsqty 3
Kitchen knivesqty 3

Equipment

Laptop
Projector
Projection screen
Stopwatchqty 6
Bell ringerqty 2
Extension cordsqty 4
Power stripsqty 4

Debate materials

Whiteboardsqty 4
Flip chartsqty 4
Flip chart sheetsqty 80
Whiteboard markersqty 24
Jury formsqty 50
Ballot slipsqty 100

Office supplies

Ballpoint pensqty 50
Notepadsqty 40
Name badgesqty 45
Tapeqty 4
Scissorsqty 4
Paper clipsqty 2

Decorations

Signage boardsqty 8
Tableclothsqty 10

Lighting

Desk lampsqty 4

Safety

First aid kit

Cleaning

Bucketsqty 2
Cleaning clothsqty 12

Catering

Groceries

Tips

Confirm the date and location before sending invitations, then give families a clear registration deadline. Collect parent contact details, dietary requirements and emergency contacts in the same process so you are not chasing missing information during the final week.
Book moderators and confirm the debate jury early enough to cover every room and session. Share the programme, debate rules, motions and jury forms with them at least 7 days before camp.
Assign participant groups after registrations close, not before. Print one participant list and make name badges from the final version, with a buffer of 5 extra badges for late changes or damaged labels.
Prepare one complete debate-room kit for each room: whiteboards or flip charts, markers, ballot slips, jury forms, pens, a stopwatch and a bell ringer. Test the laptop, projector, screen, extension cords and power strips in the actual rooms before participants arrive.
Keep food and drinks separate from debate materials when packing. Set up the registration desk, tables, chairs and judges' tables before opening, then check every room, exit and accessible route using the final run sheet.

Frequently asked questions

How far in advance should I organise a debate camp?: Start at least 8 weeks before the camp. Confirm the date, location, rooms, moderators, jury and transport first; send invitations once those basics are secure.
When should debate camp registrations close?: Close registrations 10 to 14 days before the event. That leaves enough time to assign groups, check dietary and emergency information, prepare the participant list and make name badges.
How many debate rooms do I need for a debate camp?: Plan one room for each debate running at the same time, plus a separate space for registration or breaks if possible. Check the final group assignments and programme before deciding how many judges' tables, whiteboards and equipment sets are required.
When should I print the debate camp paperwork?: Print the run sheet, participant list, jury forms, ballot slips and name badges 2 to 3 days before camp, after registrations and group assignments are final. Keep a digital copy and at least 5 spare blank forms on site.

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