Girls' Camp Checklist

A girls' camp runs more smoothly when administration, safety, food and sleeping arrangements are handled before the fun begins. Start with invitations and registrations, then collect consent, dietary and medical information before building the participant list. In the final week, confirm the programme, reservations, supplies and groceries. On arrival day, set up sleeping areas, the reception desk, activity spaces and food stations before participants register.

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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
Process registrations
2 people
Collect consent forms
2 people
Collect dietary requirements
Check medical information
2 people
Create the participant list
2 people
Make reservations
Develop the program
3 people
Make the sleeping arrangements
2 people
Send the packing list
Purchase activity supplies
2 people
Order groceries
2 people
Check first aid kit
Print emergency numbers
Make name badges
2 people
Sort materials
3 people
Pick up groceries
2 people
Fill coolers
2 people
Lay out group folders
2 people

Event

Open venue
2 people
Set up sleeping areas
4 people
Set up tables and chairs
3 people
Hang decorations
3 people
Set up the reception desk
2 people
Register participants
3 people
Bring luggage to sleeping areas
4 people
Explain the house rules
3 people
Give safety instructions
3 people
Lead the welcome activity
4 people
Chill drinks
2 people
Prepare dinner
4 people
Serve dinner
5 people
Refill drinks
2 people
Supervise the evening game
4 people
Prepare evening snacks
2 people
Support the evening program
4 people
Carry out evening round
3 people
Prepare breakfast
4 people
Serve breakfast
4 people
Lead morning activity
4 people
Prepare lunch packs
3 people
Distribute lunch
3 people
Guide the afternoon activity
5 people
Prepare snacks
3 people
Serve dinner
5 people
Host the creative evening
4 people
Assign the night watch
2 people
Prepare breakfast and lunch
4 people
Have sleeping areas tidied up
4 people
Supervise the closing activity
4 people
Gather luggage
3 people
Check out participants
3 people

Aftercare

Clean up the venue
5 people
Collect waste
3 people
Wash dishes
3 people
Clean sleeping areas
4 people
Inventory materials
2 people
Empty coolers
2 people
Store leftover food
2 people
Return borrowed items
2 people
Wash the laundry
2 people
Handle lost property
Send thank-you message

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 40
Coat racksqty 4
Storage binsqty 12

Tableware

Reusable platesqty 40
Reusable bowlsqty 40
Reusable cupsqty 50
Cutlery setsqty 45
Mugsqty 40

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Mixing bowlsqty 4
Serving spoonsqty 6
Thermos flasksqty 4
Water jugsqty 6
Coolersqty 4
Ice packsqty 16

Equipment

Kettlesqty 2
Portable speakersqty 2
Extension cordsqty 4
Power stripsqty 4

Lighting

LED lanternsqty 8
String lightsqty 4

Decorations

Buntingqty 6
Tableclothsqty 8
Name badgesqty 40

Sports equipment

Footballsqty 3
Volleyball net
Volleyballsqty 3
Hoopsqty 8
Skipping ropesqty 10
Conesqty 20
Game cardsqty 6
Board gamesqty 8

Safety

First aid kitsqty 2
Flashlightsqty 8
Reflective vestsqty 8
Fire blanketsqty 2

Cleaning

Bucketsqty 4
Mopsqty 4
Dish brushesqty 4
Reusable cleaning clothsqty 20

Catering

Groceries

Tips

Send invitations early enough to allow time for registrations, consent forms, dietary requirements and medical information. Set a clear deadline at least 7 days before camp so you can finalize the participant list and sleeping arrangements.
Keep one printed emergency-information folder at the reception desk and place emergency numbers where staff can find them immediately. Check the first aid kit before opening the venue, not after the first activity starts.
Finish the programme before buying activity supplies. Match equipment to each activity, including footballs, volleyballs, a net and hoops, and sort the materials into labeled storage bins before setup day.
Plan food in two stages: order groceries after counting confirmed participants, then pick them up close to camp and fill the coolers with ice packs. Prepare reusable plates, bowls, cups, mugs and cutlery together so serving does not depend on a last-minute kitchen search.
Set up the venue in a fixed sequence: sleeping areas first, then tables and chairs, reception, group folders and decorations. Test portable speakers, kettles, extension cords, power strips and LED lanterns before participants arrive, especially if activities continue after dark.

Frequently asked questions

How far in advance should I send girls' camp invitations?: Send invitations at least 3 to 4 weeks before camp. Close registrations about 7 days before arrival so you have time to collect consent forms, dietary requirements and medical information.
When should I finalize sleeping arrangements for a girls' camp?: Finalize sleeping arrangements after registrations close, ideally 5 to 7 days before camp. Use the confirmed participant list rather than estimated numbers, and prepare the sleeping areas before registration opens.
How much food and drink should I buy for girls' camp?: Base groceries on the confirmed number of participants and the full camp schedule. Count meals and snacks separately, then chill drinks in coolers with ice packs and prepare water jugs, thermos flasks and reusable tableware before serving.
When should I set up a girls' camp venue?: Open the venue several hours before participants arrive. Set up sleeping areas first, then tables, chairs, reception, group folders and activity materials, leaving time to test equipment and complete the safety check.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.