Easter camp checklist: what to arrange and when
An Easter camp usually takes more preparation than the activities themselves. You need a confirmed location, overnight accommodation, transport, a three-day programme, participant details, meals, sleeping areas, and equipment ready before arrival day. This checklist puts the work in a sensible order, from confirming the camp date to welcoming participants and moving their luggage to the right sleeping area. Use it alongside the full task and supplies lists so nothing is left until the final morning.
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
Reserve overnight accommodation
Arrange transportation for participants
2 people
Create a three-day program
3 people
Record escorts and contact details
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Collect contact details and emergency numbers
2 people
Create the room and tent layout
2 people
Check game materials
2 people
Plan meals and groceries
2 people
Prepare activities
3 people
Make Easter decorations
3 people
Order groceries
2 people
Collect materials
2 people
Do the shopping
3 people
Check fresh produce
2 people
Prepare meals
3 people
Make packing boxes per activity
2 people
Event
Open venue
2 people
Set up tents and sleeping areas
5 people
Set up the reception desk
2 people
Receive participants
4 people
Bring luggage to sleeping areas
4 people
Explain the house rules and program
3 people
Lead the introduction game
4 people
Distribute afternoon drinks
2 people
Supervise outdoor game
5 people
Prepare evening meal
4 people
Serve dinner
4 people
Refill drinks
2 people
Host the Easter quiz
3 people
Supervise the evening game
5 people
Hand out evening snack
2 people
Help with toothbrushing and bedtime
4 people
Prepare breakfast
3 people
Serve breakfast
4 people
Lead the morning warm-up
3 people
Guide the Easter egg hunt
6 people
Prepare lunch
4 people
Serve lunch
4 people
Supervise afternoon activities
6 people
Lead the campfire evening
5 people
Prepare breakfast and lunch
4 people
Guide the camp closing
3 people
Take down the sleeping spaces
5 people
Gather luggage
4 people
See participants off
4 people
Aftercare
Sort materials
3 people
Collect and sort waste
3 people
Clean the kitchen and dining area
4 people
Clean the restrooms
2 people
Leave venue spotless
3 people
Return borrowed materials
2 people
Store leftover food
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Foldable tablesqty 8
- Folding chairsqty 50
- Coat racksqty 4
- Storage binsqty 12
- Tentsqty 10
- Sleeping matsqty 48
- Cushionsqty 48
- Blanketsqty 48
Tableware
- Reusable platesqty 60
- Reusable bowlsqty 60
- Reusable cupsqty 70
- Knivesqty 60
- Forksqty 60
- Spoonsqty 60
- Serving spoonsqty 8
Kitchen
- Cooking potsqty 4
- Cutting boardsqty 4
- Chicken thighsqty 4
- Thermos flasksqty 4
- Coolersqty 4
- Kettlesqty 2
Equipment
- Portable speakersqty 2
- Extension cordsqty 4
- Rechargeable lampsqty 8
Decorations
- Easter flagsqty 4
- Easter tableclothsqty 8
- Colored ribbonsqty 6
Sports equipment
- Footballsqty 4
- Korfballsqty 4
- Frisbeesqty 6
- Conesqty 30
- Skipping ropesqty 10
- Blindfoldsqty 12
- Egg spoonsqty 20
- Plastic eggsqty 80
- Easter eggsqty 100
- Ropeqty 2
Cleaning
- Waste binsqty 6
- Broom setsqty 3
- Mopsqty 3
- Bucketsqty 4
- Cleaning glovesqty 6
Catering
- Groceries
Tips
- Start with the date, location, and accommodation before sending invitations. Allow at least six weeks for registrations, transport arrangements, dietary information, and emergency contacts to come in.
- Build the three-day programme before preparing activities or packing materials. Mark meal times, travel, sleeping hours, indoor alternatives, and who is responsible for each activity.
- Collect dietary requirements, contact details, emergency numbers, and escort information in one registration overview. Set a deadline at least two weeks before camp so meals and supervision can be adjusted.
- Create the room and tent layout before participants arrive. Label sleeping areas and decide where luggage, storage bins, reception materials, coolers, and activity boxes will go.
- Check fresh food, cooking equipment, games, lighting, extension cords, and sports equipment during the final week. Prepare meals and activity boxes as close to the camp as practical, but avoid leaving shopping and setup for the same day.
Frequently asked questions
- How far in advance should I organise an Easter camp?
- Confirm the date, location, and overnight accommodation at least six weeks ahead. Set the registration and dietary-requirements deadline around two weeks before the camp, leaving time to finalise transport, meals, and sleeping layouts.
- What should be included in a three-day Easter camp programme?
- Include arrival and departure times, meals, activities, travel, quiet periods, sleeping hours, and wet-weather alternatives. Give each activity a named person in charge and prepare its materials in a separate box before the camp starts.
- When should I collect emergency contacts and dietary requirements?
- Ask for both during registration and close the collection two weeks before arrival. Review the information again during the final week, especially if participant numbers or meal plans have changed.
- What needs to be ready on Easter camp arrival day?
- Open the venue before participants arrive, set up tents or sleeping areas, prepare the reception desk, and have the room layout available. Keep enough time for receiving participants, checking details, and bringing luggage to the correct sleeping areas.
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.
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