Holiday Camp Checklist

A holiday camp needs more than a program and a place to sleep. You need firm participant numbers, permissions, medical details, room and group assignments, food planning, and a clear setup schedule. Start with the date, location, capacity, budget, and registration process, then work toward activities, shopping, transport, and campsite preparation. This checklist keeps the administrative work ahead of the practical work, so you are not still chasing information when tents and sleeping areas need to be ready.

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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
Set the participant limit
2 people
Make reservations
2 people
Create the program
3 people
Set the budget
2 people
Create a registration form
Send invitations
2 people
Process registrations
2 people
Collect permissions
2 people
Collect dietary requirements
2 people
Collect medical information
2 people
Check emergency contacts
2 people
Create group assignments
3 people
Create room assignments
3 people
Prepare activities
4 people
Check game materials
2 people
Check first aid supplies
Check the weather forecast
Check the shopping list
2 people
Do the shopping
3 people
Prepare stock of non-perishable products
2 people
Pick up chilled products
2 people
Bring materials to the venue
4 people
Check campsite
2 people
Set Up Tents and Sleeping Areas
6 people
Set up tables and benches
4 people
Set up the kitchen
3 people
Check sanitary facilities
2 people
Hang up decorations
3 people
Test sound equipment
2 people
Set up registration desk
2 people
Lay out name badges
2 people
Chill drinks
2 people
Prepare snacks
4 people
Set out safety instructions

Event

Receive participants
4 people
Register attendance
2 people
Bring luggage to sleeping areas
4 people
Explain camp rules
2 people
Introduce Groups
3 people
Serve welcome drinks
3 people
Lead the introduction game
4 people
Guide the afternoon activity
6 people
Refill drinks
2 people
Prepare evening meal
5 people
Set the tables
4 people
Serve dinner
5 people
Serve diet meals
2 people
Supervise the evening game
6 people
Supervise the campfire program
4 people
Serve evening snacks
2 people
Guide participants to sleeping areas
4 people
Prepare night watch
2 people

Aftercare

Collect waste
3 people
Wash dishes
3 people
Clean the kitchen
3 people
Clean the restrooms
3 people
Leave the site clean
4 people
Take down tents
6 people
Put furniture back
4 people
Sort game equipment
2 people
Count inventory
2 people
Return borrowed materials
2 people
Take waste to the collection point
2 people

What to bring

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

Furniture

Camping tentsqty 8
Sleeping matsqty 36
Sleeping bagsqty 36
Foldable tablesqty 8
Folding chairsqty 40
Picnic benchesqty 6
Clothes racksqty 4
Storage boxesqty 12

Tableware

Reusable platesqty 40
Reusable bowlsqty 40
Disposable cupsqty 50
Knivesqty 45
Forksqty 45
Spoonsqty 45
Serving spoonsqty 6
Pitchersqty 6
Thermos flasksqty 4

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Mixing bowlsqty 6
Pansqty 4
Hot platesqty 3
Coolersqty 4
Food containersqty 12
Aluminum foilqty 3

Equipment

Bluetooth speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Megaphonesqty 2
Power banksqty 6

Lighting

String lightsqty 6
LED lanternsqty 10
Flashlightsqty 12

Sports equipment

Footballsqty 4
Frisbeesqty 6
Skipping ropesqty 8
Ballsqty 8
Conesqty 30
Team bibsqty 36
Ropeqty 2
Water gunsqty 12

Decorations

Buntingqty 6
Balloonsqty 100
Name badgesqty 40
Waterproof markersqty 12

Cleaning

Waste binsqty 6
Broom setsqty 3
Mopsqty 4
Bucketsqty 4
Toilet brushesqty 4
Hand soap dispensersqty 4
Disinfectant gelqty 4
First aid kitsqty 2
Tweezersqty 2

Catering

Groceries

Tips

Set the participant limit before opening registration. It affects the number of tents, sleeping mats, sleeping bags, chairs, food portions, activity groups, and emergency planning you need.
Collect permissions, dietary requirements, medical information, and emergency contacts during registration rather than afterward. Review the list at least 7 days before camp and flag anything staff must know immediately.
Create group and room assignments before arrival, then print or share them with the responsible adults. Leave time to adjust them when registrations change or participants have specific sleeping needs.
Check food and chilled products in two stages: prepare the non-perishable stock first, then collect chilled items close to departure. Use coolers and food containers so ingredients stay separated and safe during transport.
Plan the final setup as a timed sequence on arrival. Check the campsite, place tables and chairs, set up tents and sleeping areas, check first-aid supplies and game materials, and review the weather forecast before activities begin.

Frequently asked questions

How early should I start planning a holiday camp?: Start at least 8 to 12 weeks before the camp. Confirm the date, location, participant limit, reservations, budget, program, and registration form first; permissions and medical information follow once registrations open.
What information should a holiday camp registration form collect?: Collect the participant’s name, guardian details, permission, dietary requirements, medical information, and emergency contacts. Close or review registrations at least 7 days before departure so group, room, food, and safety planning can be completed.
How much food should I plan for a holiday camp?: Base quantities on the confirmed participant limit plus the supervising team, then cover every planned meal, snack, and drink. Finish the shopping list 7 days before camp, buy non-perishables earlier, and pick up chilled products as close to departure as practical.
When should tents and sleeping areas be set up?: Set them up during the first campsite preparation block, before participants need to unpack or sleep. Allow at least 2 to 3 hours for checking the campsite, placing tents, arranging sleeping mats and bags, and correcting room assignments.

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.