How to organise a Christmas camp

A Christmas camp needs more than a festive programme. Start by fixing the date, venue and timetable, then build your participant information, supervision plan and consent checks around it. Food, craft supplies, films, music and a treasure hunt all need preparation before the group arrives. Work backwards from opening time so chilled food, room layouts, name badges and technical equipment are ready before the first participant walks in.

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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
3
Check insurance and permission
4
Arrange supervisors and contacts
2 people
5
Send invitations
2 people
6
Process registrations
2 people
7
Collect dietary requirements
8
Collect emergency contacts
9
Check consent forms
2 people
10
Create final participant list
11
Assign groups and supervisors
2 people
12
Coordinate the program
3 people
13
Prepare activities
4 people
14
Prepare Christmas craft activity
3 people
15
Set up the treasure hunt
3 people
16
Check music and film
2 people
17
Check the shopping list
2 people
18
Do the shopping
3 people
19
Sort groceries
3 people
20
Keep chilled products cool
2 people
21
Collect materials
3 people
22
Prepare name badges
2 people
23
Print the run sheet

Event

24
Open venue
2 people
25
Check rooms
2 people
26
Set up tables and chairs
5 people
27
Hang Christmas decorations
4 people
28
Connect lights and music
2 people
29
Set up craft tables
3 people
30
Set up the buffet and drinks station
4 people
31
Prepare snacks
4 people
32
Prepare the hot meal
4 people
33
Set up the registration table
2 people
34
Brief chaperones
2 people
35
Receive participants
4 people
36
Register attendance
2 people
37
Explain the program and rules
3 people
38
Lead the introduction game
5 people
39
Lead the Christmas craft activity
6 people
40
Refill drinks
2 people
41
Clear the craft tables
3 people
42
Guide the scavenger hunt
8 people
43
Set up the buffet
4 people
44
Serve dinner
5 people
45
Serve diet meals
2 people
46
Clear tables
5 people
47
Wash dishes
4 people
48
Host the Christmas quiz
3 people
49
Set up the screening room
3 people
50
Supervise movie night
4 people
51
Serve hot drinks
3 people
52
Check out participants
3 people
53
Inform parents and contacts
2 people

Aftercare

54
Remove decorations
4 people
55
Put furniture back
5 people
56
Sort materials
3 people
57
Store leftover food
2 people
58
Collect waste
3 people
59
Clean the kitchen
4 people
60
Clean the restrooms
2 people
61
Clean the rooms
4 people
62
Return borrowed items
2 people
63
Return lost and found items
64
Share participant photos

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Buffet tablesqty 3
Stoolsqty 6

Tableware

Reusable platesqty 50
Reusable bowlsqty 50
Reusable cupsqty 60
Mugsqty 50
Cutlery setsqty 60
Serving spoonsqty 6
Cake scissorsqty 2

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Mixing bowlsqty 6
Serving plattersqty 8
Food warmersqty 4
Kettlesqty 3
Coffee machinesqty 2
Thermos flasksqty 4
Coolersqty 4
Kitchen scalesqty 2

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Microphone
Power stripsqty 5
Extension cordsqty 5
Charging cablesqty 6

Lighting

LED light stringsqty 6
LED lampsqty 8
Battery lanternsqty 6

Decorations

Christmas tree
Christmas baublesqty 40
Christmas garlandsqty 8
Poinsettiasqty 12
Table runnersqty 8
Pine branchesqty 10
Christmas wreathsqty 3
Name badgesqty 50
Christmas scene figurinesqty 6

Crafting

Apronsqty 25
Children's scissors setsqty 25
Craft matsqty 10
Craft binsqty 10
Glue gunsqty 4
Plate markersqty 12

Game materials

Conesqty 40
Diceqty 12
Music quiz cardsqty 50
Scavenger hunt signsqty 12
Flashlightsqty 12

Safety

First aid kit
Flashlights for escortingqty 6
Safety vestsqty 10
Emergency contact folder
Pictogram cardsqty 10

Cleaning

Bucketsqty 4
Mopsqty 4
Dustpan and brushqty 3
Cleaning glovesqty 8
Microfiber clothsqty 20
Trash binsqty 8

Groceries

Groceries

Tips

Set the date, programme and venue first, then allow enough time for permissions, insurance and supervisor arrangements. Do not send invitations until you know the capacity and the main schedule.
Close registrations with a firm deadline and collect dietary requirements, emergency contacts and consent forms together. Create the final participant list before assigning groups and supervisors, rather than relying on last-minute messages.
Prepare each activity as a separate station, including the Christmas craft activity and treasure hunt. Check the rules, materials and adult supervision for every group at least one week before camp.
Shop only after registrations and dietary information are final. Sort groceries when they arrive, keep chilled products in coolers, and check that serving equipment, reusable tableware and hot-drink equipment are available.
Print the run sheet and prepare name badges before opening the venue. Check rooms, power strips, extension cords, projector, screen, speakers and microphone early enough to solve faults before the programme starts.

Frequently asked questions

How far in advance should I organise a Christmas camp?: Set the date and reserve the venue at least 6–8 weeks ahead. Aim to close registrations and collect consent forms, dietary requirements and emergency contacts 7–10 days before the camp.
When should I send Christmas camp invitations?: Send invitations once the venue, date, programme outline and registration process are confirmed, normally 4–6 weeks before the camp. Include a clear registration deadline and the information families must provide.
How do I organise groups and supervisors for a Christmas camp?: Create the final participant list first, then assign groups and supervisors about one week before the event. Keep the group lists with emergency contacts and the printed run sheet so supervisors can access them immediately.
When should I prepare the food and Christmas activities?: Prepare non-perishable craft materials, activity instructions and the treasure hunt at least 3–5 days beforehand. Buy and sort groceries after registrations close, and keep chilled products cool until serving time on the day.

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.