How to organise a care camp

A care camp needs more than a programme and a place to sleep. Start by fixing the dates, reserving suitable rooms and checking permissions before inviting participants. Then collect registrations together with dietary, medical and emergency information, so supervisors know what support is needed. In the final week, confirm reservations, assign escorts, check materials and prepare catering quantities. On the day, open and ventilate the venue before setting up the reception area, tables and activity spaces.

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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
Set the date and program
2 people
2
Reserve venue and rooms
2 people
3
Recruit supervisors and volunteers
2 people
4
Send invitations
2 people
5
Process registrations
2 people
6
Collect dietary requirements
2 people
7
Collect medical information
2 people
8
Check permissions
2 people
9
Record medication arrangements
2 people
10
Collect emergency contacts
11
Check accessibility
2 people
12
Develop the day programme
3 people
13
Prepare activities
3 people
14
Confirm reservations
15
Determine catering quantities
2 people
16
Finalize shopping list
2 people
17
Assign escorts
2 people
18
Send participant information
2 people
19
Check materials
2 people
20
Do the shopping
3 people
21
Pick up fresh fruit and bread
2 people
22
Open venue
2 people
23
Ventilate the rooms
2 people
24
Set up tables and chairs
4 people
25
Set up the reception area
2 people
26
Set up activity rooms
4 people
27
Set up the rest area
2 people
28
Hang up decorations
2 people
29
Set out coffee and tea
2 people
30
Prepare the lunch buffet
3 people
31
Prepare dinner
3 people
32
Prepare attendance list
33
Store medication safely
2 people
34
Brief chaperones
3 people

Event

35
Register participants
4 people
36
Hand out wristbands
2 people
37
Lead the welcome program
4 people
38
Explain the group division
3 people
39
Facilitate icebreaker activity
5 people
40
Serve drinks and fruit
3 people
41
Lead the creative activity
5 people
42
Lead a break moment
4 people
43
Refill drinks
2 people
44
Set up buffet
4 people
45
Serve dinner
5 people
46
Serve diet meals
2 people
47
Collect tableware
3 people
48
Supervise the evening game
6 people
49
Serve evening snack
3 people
50
Guide the farewell moment
4 people
51
Ensure participants leave safely
4 people
52
Distribute medication and personal items
2 people

Aftercare

53
Collect waste
3 people
54
Wash dishes
3 people
55
Clean the kitchen
2 people
56
Clear away activity materials
3 people
57
Put tables and chairs back
4 people
58
Clean rooms
3 people
59
Remove decorations
2 people
60
Inventory materials
2 people
61
Return borrowed items
2 people
62
Return lost and found items
63
Delete participant information
64
Send thank-you message
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 36
Buffet tablesqty 3
Coat racksqty 2
Rest benchesqty 4

Tableware

Reusable platesqty 40
Reusable bowlsqty 40
Reusable cupsqty 50
Cutlery setsqty 40
Serving spoonsqty 6
Pouring jugsqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 4
Power stripsqty 4
Bluetooth speakersqty 2
Microphone
First aid kitsqty 2
Flashlightsqty 4
Walkie-talkiesqty 6

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Mixing bowlsqty 4
Food warmersqty 4
Thermos flasksqty 4
Ice packsqty 12
Cold thermometersqty 2

Decorations

Buntingqty 8
Balloonsqty 60
Tableclothsqty 8
Name badgesqty 40
Wristbandsqty 40

Sports equipment

Soft ballsqty 8
Conesqty 20
Hoopsqty 8
Skipping ropesqty 8
Game cardsqty 4
Board gamesqty 6
Drawing tablesqty 4
Colored pencil setsqty 8
Craft matsqty 8

Cleaning

Broom and dustpanqty 2
Mopsqty 3
Bucketsqty 3
Hand broomsqty 3

Catering

Groceries

Tips

Set the date and programme before sending invitations. Allow enough time to reserve rooms, recruit supervisors and confirm which activities can run safely in the available spaces.
Process registrations as they arrive, rather than waiting until the deadline. Record dietary requirements, medical information, medication arrangements and emergency contacts in one controlled overview.
Check accessibility before finalising the room layout. Plan clear routes, rest benches and suitable activity areas, then assign escorts based on the support each participant needs.
Finalise catering quantities after registrations close. Check the number of meals, drinks and special diets, and arrange fresh fruit and bread close to the camp rather than too early.
Use the final week for confirmation, not discovery. Confirm reservations, permissions and volunteers, check materials and power requirements, and prepare name badges or wristbands before opening the venue.

Frequently asked questions

How far in advance should I organise a care camp?: Start planning at least 8 to 12 weeks before the camp. Set the date, reserve the venue and rooms, check permissions and recruit supervisors before sending invitations.
When should I collect medical information for a care camp?: Collect it during registration and set a deadline at least 2 weeks before arrival. Use the final week to check medication arrangements, emergency contacts and any changes with the responsible supervisors.
How many supervisors do I need for a care camp?: There is no single safe number because support needs differ. Review registrations and accessibility information at least 2 weeks beforehand, then assign escorts and supervisors to the actual participant needs and programme activities.
When should I buy food and prepare the catering?: Finalise quantities after registrations close, usually 1 to 2 weeks before the camp. Buy shelf-stable items earlier if needed, but pick up fresh fruit and bread shortly before opening the camp.

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