Easter camp checklist and organising plan

An Easter camp needs more than tents and activities. Before participants arrive, you need a confirmed site, completed registrations, dietary and emergency information, group assignments, food, cooking equipment and a clear setup sequence. This checklist takes you from the first booking through arrival and luggage drop-off. Use the timing to avoid common last-minute problems, such as chilled food warming up, missing gas cylinders or tents still being unpacked when the first group arrives.

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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
Create participant list
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Collect emergency contacts
Create the schedule and group assignments
3 people
Prepare activities
3 people
Check camping equipment
3 people
Collect game materials
2 people
Check the shopping list
2 people
Do the shopping
3 people
Store refrigerated goods chilled
2 people
Bring materials to the venue
4 people
Check site and route
2 people
Set up the tents
6 people
Set up sleeping accommodations
4 people
Set up the kitchen and cooking area
4 people
Set up tables and benches
4 people
Hang decorations
3 people
Set up lunch
3 people

Event

Receive participants
3 people
Register attendance
2 people
Take luggage to the tents
4 people
Explain camp rules
2 people
Lead the welcome game
4 people
Chill drinks
2 people
Prepare evening meal
5 people
Serve dinner
5 people
Refill drinks
2 people
Supervise the evening game
5 people
Facilitate the campfire
3 people
Carry out evening round
3 people
Prepare breakfast
4 people
Guide the day program
6 people
Prepare lunch
4 people
Prepare dinner
5 people
Hide Easter eggs
3 people
Supervise Easter egg hunt
5 people
Serve camp breakfast
4 people
Serve the Final Lunch
4 people
Gather luggage
4 people
See participants off
3 people

Aftercare

Take down tents
6 people
Leave the site clean
4 people
Wash dishes and cookware
4 people
Collect and remove waste
3 people
Return materials
4 people
Return borrowed items
2 people
Store leftover stock
2 people
Leave the venue tidy
2 people

What to bring

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

Furniture

Tents for four peopleqty 9
Party tent
Foldable tablesqty 6
Folding benchesqty 12
Camping chairsqty 12
Storage cratesqty 12

Tableware

Reusable platesqty 40
Reusable bowlsqty 40
Reusable cupsqty 50
Cutlery setsqty 40
Mugsqty 40
Serving plattersqty 8
Serving spoonsqty 8

Kitchen

Gas burnersqty 3
Gas cylindersqty 4
Large cooking potsqty 4
Frying pansqty 2
Cutting boardsqty 4
Chef's knifeqty 4
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 5
Jerry cansqty 6
Measuring cupsqty 3
Kitchen tongsqty 4
Aluminum foilqty 3

Sports equipment

Footballsqty 3
Volleyballsqty 2
Ropesqty 6
Conesqty 20
Scavenger hunt cardsqty 10
Plastic Easter eggsqty 40

Equipment

Bluetooth speakerqty 2
Extension cordsqty 3
Power stripsqty 3

Lighting

LED lampsqty 6
String lightsqty 4
Flashlightsqty 10

Decorations

Easter garlandsqty 6
Easter flagsqty 4

Sleeping gear

Sleeping matsqty 36
Sleeping bagsqty 36
Cushionsqty 36

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Whistlesqty 6

Cleaning

Dishpanqty 3
Reusable dish towelsqty 12
Hand broomsqty 3
Dustpan and brushqty 3
Hand soap dispensersqty 4

Catering

Groceries

Tips

Reserve the campsite before sending invitations, then allow at least 2 weeks to collect registrations, dietary requirements and emergency contacts. You need reliable numbers before assigning four-person tents and activity groups.
Check camping and kitchen equipment 7 days before the camp. Count tents, tables, benches, reusable tableware, gas burners, gas cylinders, cooking pots, coolers and jerry cans rather than assuming they are available.
Complete the shopping 1–2 days before departure, and keep refrigerated goods chilled until transport. Pack coolers and thermos flasks where they can be loaded last and unloaded first.
Bring materials to the site before participant arrival, then set up sleeping areas, the kitchen, tables and benches in that order. Leave a clear route for luggage so bags do not block cooking or registration areas.
Prepare the arrival process in advance: keep the participant list, attendance check and emergency contacts together. Assign at least 30 minutes for receiving participants and taking luggage to the tents before the first scheduled activity.

Frequently asked questions

How far in advance should I organise an Easter camp?: Start the campsite booking and date confirmation at least 6–8 weeks before the camp. Send invitations once the location and dates are confirmed, leaving at least 2 weeks for registrations and emergency information.
When should I buy food for an Easter camp?: Do the main shopping 1–2 days before departure. Store refrigerated goods chilled immediately and transport them in coolers so they stay cold until the kitchen is ready.
How many people can sleep in one Easter camp tent?: The plan uses tents for four people, so assign up to 4 participants per tent. Final assignments should be made after registrations close and any relevant group or care requirements are checked.
When should I set up the Easter camp site?: Bring equipment to the venue before participants arrive and allow at least 2–3 hours for setup. Put up the tents and sleeping areas first, then the kitchen, tables, benches and decorations.

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.