Holiday camp checklist: what to arrange and when

A holiday camp needs more than tents and activities. You must confirm the venue, collect participant and emergency details, plan meals around dietary requirements, and prepare equipment before arrival day. This checklist puts the work in a practical order, from bookings and registrations to setting up sleeping tents, activity stations, lighting and the check-in desk. Use it to spot the jobs that are easy to leave until the last minute, especially weather checks, food chilling and safety preparations.

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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 date and location
Reserve venue
Create the program
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Check contact details
2 people
Collect emergency contacts
2 people
Prepare activities
3 people
Check the weather forecast
Do the shopping
3 people
Check materials
3 people
Sort and chill food
3 people
Print participant list
Share route and parking information

Event

Inspect venue
3 people
Set up the tents
5 people
Set up tables and chairs
4 people
Set up activity stations
4 people
Set up the kitchen and barbecue
4 people
Hang lighting
2 people
Set up the check-in desk
2 people
Conduct a safety check
2 people
Receive participants
4 people
Serve welcome drinks
2 people
Explain camp rules
2 people
Assign teams
3 people
Guide sports activities
6 people
Refill drinks
2 people
Hand out fruit and snacks
2 people
Lead the creative activity
4 people
Light the barbecue
2 people
Prepare barbecue
3 people
Serve barbecue
5 people
Clear away dishes
3 people
Prepare the Campfire
2 people
Facilitate the campfire
3 people
Farewell and check-out
3 people

Aftercare

Collect waste
4 people
Take down tents
5 people
Put furniture back
4 people
Clean the kitchen
3 people
Clean dishes and equipment
4 people
Clean the grounds
5 people
Check stock
2 people
Return borrowed items
2 people
Take out the trash
2 people
Handle lost and found

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 50
Party tentsqty 3

Camping

Sleeping tentsqty 12
Sleeping matsqty 40
Sleeping bagsqty 40
Picnic blanketsqty 8

Sports equipment

Footballsqty 4
Volleyball net
Volleyballsqty 3
Frisbeesqty 6
Conesqty 20
Skipping ropesqty 8
Water gunsqty 12

Kitchen

Gas barbecueqty 2
Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Serving spoonsqty 6
Tongsqty 4

Tableware

Reusable platesqty 50
Reusable cupsqty 60
Reusable cutleryqty 60
Pitcherqty 6

Equipment

Portable speaker
Extension cordsqty 3

Lighting

LED string lightsqty 4
Flashlightsqty 8

Safety

First aid kit
Fire extinguishersqty 2
Reflective vestsqty 6

Decorations

Buntingqty 4
Name stickersqty 60

Cleaning

Waste binsqty 4
Washing-up tubsqty 3
Cleaning bucketsqty 3
Hand brushes and dustpanqty 2
Microfiber clothsqty 12

Catering

Groceries

Tips

Set a registration deadline at least 7 days before camp starts. Use the final participant list to confirm dietary requirements, emergency contacts, sleeping arrangements and the number of welcome drinks and meals.
Inspect the venue before setup day and check where the sleeping tents, activity stations, barbecue, coolers and check-in desk will go. Allow at least 2 hours for setup if you are handling tents, tables, chairs, lighting and kitchen equipment.
Check the weather forecast 48 hours before arrival and again on the morning itself. Keep a rain plan ready for activities using footballs, volleyballs, frisbees, skipping ropes and water guns, and make sure party tents are safely secured.
Prepare food and drinks in separate steps: shop no later than the day before, chill perishables before participants arrive, and keep reusable plates, cups, cutlery, serving spoons and tongs together at the kitchen area.
Complete the safety check before anyone arrives, not during check-in. Place the first aid kit and fire extinguishers where staff can reach them quickly, test extension cords and LED lights, and keep flashlights available for evening movement around the sleeping tents.

Frequently asked questions

How far in advance should I plan a holiday camp?: Start at least 6 to 8 weeks ahead if you need to reserve a venue and collect registrations. Set the registration deadline 7 days before camp so you still have time to check contact details, emergency contacts and dietary requirements.
What should I prepare the day before a holiday camp?: Do the shopping, chill food and drinks, check all materials, print the participant list and share route and parking information. Pack sleeping bags, mats, tents and activity equipment together so setup does not depend on last-minute searching.
How long does it take to set up a holiday camp?: Allow at least 2 hours for a small team to set up sleeping and party tents, tables, chairs, activity stations, the barbecue, lighting and check-in desk. Add extra time if the venue has difficult access or the equipment has not been checked beforehand.
When should I check the weather for a holiday camp?: Check it 48 hours before the camp to adjust activities, food storage and clothing advice. Check again on the morning of arrival, because wind and rain can affect tents, lighting, barbecue use and outdoor activity stations.

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