Exchange Camp checklist: what to arrange and when

An Exchange Camp needs more than a programme and a venue. You have to connect registrations, dietary information, transport, sleeping arrangements, workshops and meals before participants arrive. Start with the people and logistics, then build the programme and assign groups, and leave shopping, printing and room setup for the final days. This checklist covers the full preparation flow, including details that are easy to miss, such as emergency contacts, allergy reports, name badges and testing the technical equipment.

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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

Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Check participant details
2 people
Confirm participants
Reserve venue
Arrange transport
Develop the program
3 people
Create group assignments
2 people
Make the sleeping arrangements
2 people
Confirm workshop leaders
2 people
Check game materials
2 people
Assemble meals
2 people
Report allergies
Print the program
Make name badges
2 people
Collect emergency contacts
Do the shopping
3 people
Buy fresh food
2 people
Prepare meals
4 people
Pack up materials
3 people
Open venue
2 people
Check rooms
2 people
Set up tables
4 people
Set out chairs
3 people
Set up the reception table
2 people
Hang up decorations
3 people
Test sound equipment
2 people
Chill drinks
2 people
Set up workshop spaces
4 people
Set up sleeping areas
4 people
Prepare snacks
3 people

Event

Staff the registration table
2 people
Receive participants
4 people
Serve welcome drinks
2 people
Lead the introduction game
3 people
Lead the workshops
6 people
Refill drinks
2 people
Serve dinner
5 people
Collect tableware
3 people
Support cultural presentations
3 people
Support the evening activity
4 people
Guide the quiet wrap-up
2 people
Store leftovers in the fridge
2 people

Aftercare

Collect waste
3 people
Wash dishes
4 people
Clean rooms
4 people
Put furniture back
4 people
Remove decorations
3 people
Count materials
2 people
Return borrowed items
2 people
Distribute leftover food
2 people
Leave the venue tidy
3 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Coat racksqty 4

Tableware

Reusable cupsqty 60
Platesqty 60
Soup bowlsqty 60
Cutlery setsqty 60
Serving plattersqty 12

Kitchen

Cutting boardsqty 6
Chef's knifeqty 6
Large potsqty 4
Coolersqty 4
Thermos flasksqty 4

Equipment

Portable speakersqty 2
Microphoneqty 2
Extension cordsqty 4
Power stripsqty 4
Projector

Decorations

Buntingqty 8
Name badgesqty 60
Markersqty 12
Rolls of tapeqty 6
Tableclothsqty 8

Sports equipment

Footballsqty 4
Volleyballqty 2
Conesqty 30
Skipping ropesqty 10
Game cardsqty 6

Lighting

LED lampsqty 6
String lightsqty 4

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Waste binsqty 6

Catering

Groceries

Tips

Close registration only after checking every participant’s details, dietary requirements and emergency contact. Keep one final list for organisers and use it to confirm attendance and report allergies to the meal team.
Reserve transport and sleeping spaces as soon as registrations give you a reliable headcount. Recheck the numbers after confirmation, because late cancellations can affect room assignments, meals and vehicle capacity.
Finish the programme before making group assignments and sleeping arrangements. Print the programme and prepare name badges at least one day before arrival so the opening session does not depend on a working printer.
Test the projector, microphone, portable speakers, extension cords and power strips in the actual rooms before participants arrive. Pack spare markers, tape and LED lamps with the activity materials rather than leaving them in a separate office.
Buy shelf-stable ingredients and check game materials early, but leave fresh food for the final shopping round. Set up tables, chairs, coat racks, tablecloths and serving equipment only after the rooms have been checked and the venue is open.

Frequently asked questions

How far in advance should I open Exchange Camp registration?: Open registration at least 6 to 8 weeks before the camp if participants need transport, sleeping arrangements or travel information. Set a clear closing date about 2 weeks before arrival so you have time to confirm participants and plan meals.
When should I collect dietary requirements for an Exchange Camp?: Ask for dietary requirements and allergies during registration, then verify them when you check participant details. Send the final allergy report to the meal team at least 3 days before the camp and recheck it before preparing food.
When should I prepare the Exchange Camp programme and group assignments?: Finish the programme and workshop leader confirmations at least 1 week before the camp. Make group assignments and sleeping arrangements after registrations close, then print the programme and prepare name badges 1 day before arrival.
How early should I set up the Exchange Camp venue?: Open the venue and check rooms several hours before participants arrive. Allow at least 2 hours for tables, chairs, equipment, signage and activity materials, plus extra time if meals or technical equipment must be tested on site.

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