How to organise a children's camp

A children’s camp runs smoothly when administration, safety and logistics are handled before activities are planned. Start with invitations and registrations, then collect consent forms, dietary requirements and emergency contacts before assigning groups. Book the campsite early and prepare a timed programme that leaves room for meals, transitions and weather changes. On the day, set up clearly marked areas, register every child, and give the safety briefing before anyone joins an activity.

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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
Send invitations
2 people
2
Process registrations
2 people
3
Collect consent forms
2 people
4
Collect dietary requirements
5
Check emergency contacts
2 people
6
Assign participant groups
2 people
7
Reserve campsite
8
Print the program
9
Do the shopping
3 people
10
Sort game equipment
2 people
11
Set out craft materials
2 people
12
Prepare food
4 people
13
Chill drinks
2 people
14
Check the first aid kit
15
Check the weather forecast
16
Set up tables and chairs
4 people
17
Set up party tents
4 people
18
Mark game zones
3 people
19
Hang decorations
2 people
20
Set up the reception table
2 people
21
Distribute materials by group
3 people

Event

22
Receive participants
4 people
23
Register attendance
2 people
24
Hand out name badges
2 people
25
Give the safety briefing
2 people
26
Announce group assignments
2 people
27
Supervise relays
6 people
28
Lead the treasure hunt
6 people
29
Distribute water and fruit
3 people
30
Guide the craft activity
5 people
31
Set the tables
3 people
32
Serve dinner
5 people
33
Refill drinks
2 people
34
Collect tableware
3 people
35
Supervise the evening game
6 people
36
Roast marshmallows
4 people
37
Handle the closing
2 people
38
Hand children over to their parents
4 people

Aftercare

39
Collect waste
4 people
40
Clear tables and chairs
4 people
41
Take down party tents
4 people
42
Wash dishes
3 people
43
Clean the venue
4 people
44
Return borrowed items
2 people
45
Sort lost property
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 60
Picnic blanketsqty 8
Waste binsqty 6

Tableware

Reusable platesqty 70
Reusable cupsqty 100
Cutlery setsqty 70
Serving plattersqty 12
Pitcherqty 6

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving spoonsqty 8
Coolersqty 6
Food warmersqty 4

Decorations

Buntingqty 8
Name badgesqty 70
Markersqty 20

Equipment

Portable speaker
Power banksqty 4
Extension cordsqty 3

Lighting

LED lampsqty 8
Flashlightsqty 10

Game materials

Conesqty 40
Hoopsqty 12
Soft ballsqty 12
Skipping ropesqty 12
Ribbonsqty 40
Treasure mapsqty 12
Water gunsqty 20

Craft supplies

Colored paperqty 200
Cardboard cupsqty 70
Children's scissorsqty 20
Glue sticksqty 20
Paint setsqty 10
Paint apronsqty 20

Safety

First aid kitqty 2
Safety vestsqty 12
Sunscreenqty 6
Mosquito repellent sprayqty 6
Fire blanket

Cleaning

Washing-up tubsqty 3
Reusable dish towelsqty 12
Hand soap dispensersqty 4
Towelsqty 12

Catering

Groceries

Tips

Set a registration deadline at least 7 days before camp. Use the final list to assign participant groups, check emergency contacts and prepare name badges instead of doing this at reception.
Check consent forms and dietary requirements 3–5 days before arrival, then plan food and serving equipment around the confirmed numbers. Keep a separate record for allergies and other restrictions.
Prepare the campsite in zones before participants arrive: reception, eating area, craft space and game areas. Mark activity boundaries with cones and keep a first aid kit easy to reach.
Pack and distribute equipment by group rather than putting everything in one pile. Sort hoops, soft balls, skipping ropes, ribbons and treasure maps into labelled sets before the programme starts.
Check the forecast the evening before and again on the morning of camp. Set up party tents, picnic blankets, LED lamps and flashlights where they will be needed, and keep a backup activity ready for rain.

Frequently asked questions

How far in advance should I organise a children's camp?: Send invitations and open registrations at least 3–4 weeks before the camp. Set the registration deadline 7 days before arrival so you have time to confirm groups, food requirements, consent forms and emergency contacts.
When should I collect consent forms for a children's camp?: Ask for consent forms when children register and close collection no later than 7 days before camp. Review every form 3–5 days beforehand and follow up on missing information before the programme is printed.
What should I do first when organising a children's camp?: Start by confirming the date, campsite and registration process. Once registrations open, collect consent forms, dietary requirements and emergency contacts before planning groups, meals and activity materials.
How early should I arrive to set up a children's camp?: Allow at least 2 hours before participant arrival for tables, chairs, party tents, reception, game zones and materials. Finish the safety check and briefing notes before registration begins, not while children are waiting.

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