Gymnastics Camp Checklist

A gymnastics camp needs more than a booked hall and a set of activities. You need time to confirm coaches, group participants, collect emergency and dietary information, inspect equipment, and prepare a clear arrival process. Use this checklist to work backwards from the first session, with the schedule, group assignments, food, safety supplies and gym layout ready before participants arrive. The final setup is easier when reception, sports stations and dining areas are handled separately.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Reserve the gymnastics hall
Confirm coaches and supervisors
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Check participant list
2 people
Create the schedule and group assignments
2 people
Collect emergency contacts
Send parent information
Order food and drinks
Check sports equipment
2 people
Check first aid supplies
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Make name badges
2 people
Set up the music playlist
Inspect the gym
2 people
Set up reception desk
2 people
Set up gym equipment
5 people
Mark sports stations
3 people
Set up the dining tables
3 people
Set up catering
3 people
Brief chaperones
5 people

Event

Receive participants
4 people
Register attendance
2 people
Escort groups to changing rooms
3 people
Give the welcome and safety briefing
2 people
Lead the joint warm-up
3 people
Supervise gymnastics stations
5 people
Refill drinks
2 people
Serve fruit and snacks
3 people
Lead the break
4 people
Guide the gymnastics challenge
5 people
Set up the dinner buffet
4 people
Serve dinner
4 people
Refill drinks
2 people
Supervise the evening game
5 people
Supervise the closing demonstration
5 people
Escort participants to parents
4 people
Check attendance at departure
2 people

Aftercare

Dismantle the gymnastics equipment
5 people
Wash the dishes and kitchenware
3 people
Collect waste
2 people
Clean the gym
4 people
Return materials
3 people
Check leftover food
Return borrowed items
2 people
Sort lost property
Share participant photos

What to bring

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

Furniture

Foldable tablesqty 6
Chairsqty 36
Changing room benchesqty 6

Sports equipment

Gym matsqty 12
Crash matsqty 4
Airtrack
Springboardsqty 2
Mini trampolinesqty 2
Gym blocksqty 6
Climbing ropesqty 2
Hoopsqty 12
Gymnastic ribbonsqty 12
Soft ballsqty 12
Conesqty 24
Skipping ropesqty 12
Race ribbonsqty 30
Stopwatchesqty 3
Scoreboardsqty 3
Whistlesqty 5
Sports watchqty 2

Tableware

Reusable drinking cupsqty 40
Platesqty 40
Cutlery setsqty 40
Serving bowlsqty 8
Serving spoonsqty 6

Kitchen

Coolersqty 4
Thermos flasksqty 4
Cutting boardsqty 3
Knivesqty 4

Equipment

Portable speaker
Extension cordsqty 3
Power stripsqty 3
Bluetooth microphone

Decorations

Name badgesqty 40
Markersqty 12
Paper arrowsqty 12

Cleaning

Bucketsqty 3
Mopsqty 3
Spongesqty 6

Catering

Groceries

Tips

Reserve the gymnastics hall before confirming the camp date with families, then allow at least 60 minutes before arrival for equipment checks, station markings and reception setup.
Set a registration deadline 7–10 days before camp starts. Use the final participant list to create groups, collect emergency contacts and identify dietary requirements before ordering food.
Plan one coach or supervisor for each activity group, plus a clear handover for breaks and transitions. Brief all chaperones before participants arrive so they know the schedule, group assignments and emergency procedure.
Check mats, crash mats, the airtrack, springboards and mini trampolines before setup, not during the first session. Place cones, hoops, ribbons, balls and skipping ropes at each station so groups can move without waiting for equipment.
Prepare reception, changing areas and dining tables before the first arrival. Chill drinks in advance, set out reusable cups and name badges, and keep first aid supplies accessible rather than packed away.

Frequently asked questions

How far in advance should I plan a gymnastics camp?: Start booking the hall and confirming coaches at least 6–8 weeks ahead. Send invitations and open registrations once the date, staffing and basic schedule are secure.
How long does gymnastics camp setup take?: Allow at least 60–90 minutes for the final setup. This covers inspecting the gym, placing mats and equipment, marking sports stations, arranging reception and preparing food and drinks.
When should parents receive gymnastics camp information?: Send the main parent information 7–10 days before camp. Include arrival arrangements, what participants need, the schedule, contact details and any food or emergency information you still need.
How much food and drink should I prepare for a gymnastics camp?: Plan food around the number of confirmed participants and staff, with extra snacks for about 10% of the group. Have drinks available throughout the day and chill them before participants arrive; use reusable cups to reduce interruptions.

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.