How to organise a camp for young carers

Start by fixing the date, venue and participant capacity before inviting anyone. Young carers need more than a programme: collect consent, medical details, dietary requirements and emergency contacts early, then use this information to plan groups, escorts and activities safely. Confirm transport and permissions before registrations close. In the final week, check the weather, prepare a rainy-day option, label equipment and make sure first aid and medicines are 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

1
Confirm date and location
2 people
2
Determine number of participants
2 people
3
Create registration form
2 people
4
Draw up a consent form
2 people
5
Send invitations
2 people
6
Process registrations
2 people
7
Collect dietary requirements
8
Collect medical information
2 people
9
Check emergency contacts
2 people
10
Check permissions
2 people
11
Create participant list
12
Create group assignments
2 people
13
Assign escorts
2 people
14
Develop the program
2 people
15
Prepare activities
3 people
16
Confirm venue booking
17
Confirm transport reservation
18
Check the weather forecast
19
Prepare a rainy-day program
2 people
20
Check the shopping list
2 people
21
Do the shopping
3 people
22
Collect materials
3 people
23
Label the materials
2 people
24
Check first aid kit
25
Prepare medicines safely
2 people
26
Print participant information
27
Share arrangements with chaperones
2 people

Event

28
Open venue
2 people
29
Set up tables and chairs
4 people
30
Set up party tents
4 people
31
Set up activity corners
4 people
32
Hang decorations
2 people
33
Set up the registration table
2 people
34
Chill drinks
2 people
35
Set out welcome snacks
2 people
36
Brief chaperones
2 people
37
Receive participants
4 people
38
Register attendance
2 people
39
Keep emergency contacts reachable
40
Welcome and give instructions
2 people
41
Lead the introduction game
3 people
42
Refill break drinks
2 people
43
Supervise outdoor activity
5 people
44
Lead the creative activity
4 people
45
Serve fruit and snacks
2 people
46
Guide handwashing
2 people
47
Set up the buffet
4 people
48
Serve dinner
4 people
49
Refill drinks
2 people
50
Collect tableware
3 people
51
Supervise the evening game
4 people
52
Facilitate a quiet discussion group
2 people
53
Tell camping legends
2 people
54
Serve the final snacks
2 people
55
Check out participants
3 people
56
Check pickup contacts
2 people
57
Safely hand over participants
3 people

Aftercare

58
Collect waste
3 people
59
Clear tables and chairs
4 people
60
Take down party tents
4 people
61
Sort activity materials
3 people
62
Wash dishes
3 people
63
Clean the venue
4 people
64
Empty coolers
2 people
65
Collect lost and found items
66
Return materials
2 people
67
Remove empty packaging
2 people
68
Complete site handover
69
Send parents aftercare information
2 people
70
Return borrowed items
2 people
71
Process expense claims and receipts

What to bring

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

Furniture

Tablesqty 8
Chairsqty 40
Party tentsqty 3
Picnic blanketsqty 8
Foldable tablesqty 2

Tableware

Reusable cupsqty 50
Reusable platesqty 50
Reusable cutleryqty 50
Small bowlsqty 12
Serving spoonsqty 8
Thermos flasksqty 4

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Mixing bowlsqty 6
Serving plattersqty 8
Water jugsqty 6
Coolersqty 5

Equipment

Bluetooth speakersqty 2
Extension cordsqty 3
Power stripsqty 3
Megaphone
Power banksqty 6

Lighting

LED string lightsqty 4
LED lampsqty 6

Sports equipment

Footballsqty 3
Volleyballqty 2
Frisbeesqty 6
Conesqty 20
Skipping ropesqty 8
Badminton setsqty 4
Ball pump

Activities

Game cardsqty 6
Board gamesqty 8
Drawing paperqty 100
Colored pencilsqty 40
Markersqty 40
Scissorsqty 12
Glue sticksqty 12
Ropeqty 3
Sticky notesqty 12
Pensqty 40
Name badgesqty 45

Decorations

Buntingqty 6
Balloonsqty 80
Tableclothsqty 8
Directional signsqty 10

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Hand broomsqty 4
Waste binsqty 6

Safety

First aid bagsqty 2
Flashlightsqty 6
Whistlesqty 6
Reflective vestsqty 8
Medicine box

Registration

Clipboardsqty 4
Document foldersqty 6
Pen casesqty 4

Catering

Groceries

Tips

Set a registration deadline at least 3 weeks before camp. This gives you time to confirm places, collect dietary and medical information, check permissions and create a reliable participant list.
Keep consent forms, medical information and emergency contacts together in a secure, access-controlled file. Review every participant record before assigning groups or escorts, rather than chasing missing details on arrival day.
Build the programme around small groups and named escorts. Confirm group assignments at least 5 days before camp and give each escort the relevant contact and medical information they need.
Make the outdoor plan weather-proof. Check the forecast 48 hours before the start, prepare a rainy-day programme, and keep party tents, picnic blankets and indoor activity materials ready if conditions change.
Do the shopping and equipment check 2 days before departure. Count reusable cups, plates and cutlery, test speakers and extension cords, charge power banks, and check the first aid kit before loading transport.

Frequently asked questions

How far in advance should I organise a camp for young carers?: Begin planning at least 8 to 12 weeks ahead. Confirm the date, venue, transport and permissions first, then allow 3 weeks for registrations and consent forms before finalising groups and the programme.
What information should I collect from young carers before camp?: Collect registration details, consent, dietary requirements, medical information and emergency contacts. Set a closing date at least 3 weeks before camp so you have time to follow up missing forms and plan safely.
When should I confirm transport and group assignments?: Confirm the transport reservation no later than 2 weeks before camp. Create group assignments and assign escorts around 5 days before departure, after registrations and relevant participant information have been checked.
What should I prepare if the camp weather is bad?: Check the forecast 48 hours before the camp and keep a rainy-day programme ready. Move activities indoors where possible, protect equipment with party tents, and check power, lighting and indoor space before participants arrive.

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.