What to bring and buy for an Exchange Camp

An Exchange Camp needs more than food and sleeping arrangements. You will also need serving equipment, workshop and sports materials, name badges, lighting and reliable power for presentations and music. Check dietary requirements before buying fresh food, and match tableware to the number of participants rather than guessing. This list helps you prepare the practical items early, so missing kitchen tools, extension cords or emergency contact details do not delay the camp.

Organize this event for free with Lizzt

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
- Whole wheat bread - 12 loaves
- White rolls - 60 pieces
- Wraps - 60 pieces
- Butter - 4 packs
- Young cheese - 4 kilograms
- Hummus - 2 kilograms
- Peanut butter - 3 jars
- Jam - 3 jars
- Chicken breast slices - 2 kilograms
- Cucumber - 12 pieces
- Tomatoes - 4 kilogram
- Lettuce - 8 heads
- Bell peppers - 3 kilograms
- Onions - 2 kilograms
- Garlic - 4 bulbs
- Rice - 5 kilograms
- Pasta - 5 kilogram
- Diced tomatoes - 12 cans
- Coconut milk - 8 cans
- Chickpeas - 8 cans
- Kidney beans - 8 cans
- Corn - 8 cans
- Vegetable stock - 2 boxes
- Olive oil - 2 bottles
- Sunflower oil - 1 bottle
- Salt - 2 packs
- Black pepper - 2 grinders
- Paprika powder - 2 jars
- Curry powder - 2 jars
- Italian herbs - 2 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Grated cheese - 2 kilogram
- Yogurt - 6 liter
- Muesli - 4 kilograms
- Oatmeal - 3 kilograms
- Apples - 50 pieces
- Bananas - 50 pieces
- Grapes - 5 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Cookies - 8 packs
- Muesli bars - 60 pieces
- Coffee - 4 packs
- Tea - 4 boxes
- Sugar - 2 kilograms
- Milk - 12 liters
- Oat milk - 6 liters
- Water - 60 liters
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Multivitamin drink - 8 cartons
- Lemons - 12 pieces
- Ice cubes - 8 bags
- Paper towels - 8 rolls
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 3 rolls
- Trash bags - 3 rolls
- Dish soap - 3 bottles
- Sponges - 12 pieces
- Hand soap - 6 bottles
- Toilet paper - 48 rolls
- Napkins - 300 pieces
- Frozen vegetables - 5 kilograms
- Vegan burgers - 20 pieces
- Chicken breast - 4 kilograms
- Eggs - 60 pieces

Tips

Plan tableware for every participant plus at least 10% extra: reusable cups, plates, soup bowls and cutlery are easy to underestimate when meals and drinks overlap.
Buy fresh food as close to the camp as practical, ideally within 24 hours of cooking. Check the collected allergies and dietary requirements before finalising quantities.
Test the projector, microphone and portable speakers at the venue at least one day before opening. Pack extension cords and power strips with them rather than assuming the room has enough sockets.
Prepare one labelled kit for badges, markers and tape. Make the name badges before participants arrive, and keep spare badges and two markers available for changes.
Check sports and game materials against the programme before transport: count the footballs, volleyball, cones, skipping ropes and game cards, and pack LED lamps or string lights if activities continue after dark.

Frequently asked questions

How much tableware do I need for an Exchange Camp?: Allow one complete set of reusable tableware per participant, plus 10% spare. For 40 participants, prepare at least 44 cups, plates, soup bowls and cutlery sets, with serving platters for shared meals.
When should I buy food for an Exchange Camp?: Buy dry goods and drinks several days ahead, then purchase fresh food within 24 hours of preparing the meals. Confirm allergies and dietary requirements before the final shopping trip.
What equipment do I need for Exchange Camp workshops?: Plan for a projector, portable speakers, microphone, extension cords and power strips if the programme includes presentations or group sessions. Test all equipment at the venue at least one day before the camp.
How many name badges and markers should I bring?: Prepare one name badge per confirmed participant and bring at least 10% extra for replacements or late changes. Pack a minimum of two working markers and several rolls of tape.

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.