How to organise a safe, well-run circus camp

A circus camp needs more than circus equipment and a timetable. Start by securing the venue, checking permits and insurance, and setting up a registration process that captures dietary and medical information. Then build groups, confirm reservations and prepare the site so tents, activity areas, registration and first aid are ready before participants arrive. The details most often missed are consent forms, weather checks, labelled equipment and a printed contact list for busy camp days.

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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 the venue and grounds
2
Check permits and insurance
3
Create registration form
4
Send invitations
2 people
5
Process registrations
2 people
6
Collect dietary requirements
7
Collect medical information
8
Check consent forms
2 people
9
Create group assignments
2 people
10
Print the run sheet
11
Print contact list
12
Confirm reservations
13
Check the shopping list
2 people
14
Do the shopping
3 people
15
Sort non-perishable groceries
2 people
16
Chill fresh groceries
2 people
17
Collect materials
2 people
18
Label the materials
2 people
19
Check the weather forecast
20
Inspect the site for safety
2 people
21
Set up the tents
5 people
22
Set up tables and chairs
4 people
23
Lay out circus materials
4 people
24
Set up registration desk
2 people
25
Set up first aid and rest area
2 people
26
Test sound equipment
2 people
27
Hang up decorations
3 people
28
Set up the lunch and drinks table
3 people
29
Prepare participant folders
2 people
30
Go over the safety instructions
8 people

Event

31
Staff the reception desk
3 people
32
Register attendance
2 people
33
Hand out wristbands
2 people
34
Lead the welcome program
4 people
35
Explain the group rules
4 people
36
Lead circus workshops
8 people
37
Distribute water and fruit
3 people
38
Refill drinks
2 people
39
Swap workshop materials
4 people
40
Guide the circus games
6 people
41
Prepare snacks
3 people
42
Set up the buffet
4 people
43
Serve dinner
6 people
44
Serve diet meals
2 people
45
Clear tables
4 people
46
Wash dishes
4 people
47
Set up evening show
5 people
48
Guide the performances
6 people
49
Guide the audience safely
4 people
50
Serve evening snacks
3 people
51
Supervise the closing campfire
5 people
52
Escort participants to sleeping quarters
6 people

Aftercare

53
Collect lost property
2 people
54
Clear away circus materials
5 people
55
Take down tents and decorations
5 people
56
Put furniture back
4 people
57
Sort and remove waste
3 people
58
Clean the kitchen
4 people
59
Clean the restrooms
3 people
60
Leave the site clean
4 people
61
Inventory materials
2 people
62
Return borrowed materials
2 people
63
Store leftover food
2 people
64
Inform parents about found items
65
Send a thank-you gift to participants
66
Archive invoices and receipts

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 50
Beer tablesqty 6
Lounge sofasqty 4
Clothes racksqty 4

Tableware

Reusable cupsqty 80
Platesqty 60
Bowlsqty 50
Cutlery setsqty 60
Serving spoonsqty 8
Pouring jugsqty 8

Equipment

Portable speakersqty 2
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Coolersqty 6
Rechargeable work lightsqty 4

Sports equipment

Juggling ballsqty 40
Juggling scarvesqty 40
Juggling ringsqty 30
Juggling clubsqty 20
Diabolosqty 12
Flowersticksqty 12
Balance cushionsqty 12
Walking stiltsqty 10
Hoopsqty 12
Conesqty 30
Skipping ropesqty 20
Crash matsqty 8
Ribbon polesqty 12
Costumesqty 40
Circus makeupqty 8
Practice parachute

Decorations

Buntingqty 10
Balloonsqty 100
Tableclothsqty 10
Name badgesqty 50
Stage drapesqty 4

Lighting

String lightsqty 8
LED lanternsqty 12

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Large potsqty 4
Food warmersqty 4
Thermos flasksqty 6
Coolersqty 4
Aluminum foilqty 2

Cleaning

Waste binsqty 8
Broomsqty 4
Dustpansqty 2
Mopsqty 4
Bucketsqty 4
Microfiber clothsqty 20
Hand soap dispensersqty 4

Catering

Groceries

Tips

Begin venue and safety planning at least 6–8 weeks ahead. Confirm the grounds, permits and insurance before sending invitations, because these decisions affect capacity, layout and the information parents receive.
Close registrations 10–14 days before camp if possible. Use the final list to check consent forms, dietary requirements and medical information, then create group assignments with the right participant details for supervisors.
Prepare a printed run sheet and contact list 2–3 days before arrival. Do not rely on phones alone: staff may need quick access to emergency contacts, group lists and timings at the registration desk.
Sort equipment by activity before setup day and label each container or pile. Keep juggling balls, scarves, rings, clubs, diabolos and other equipment separate from safety items such as crash mats, cones and balance cushions.
Check the forecast 24 hours before camp and inspect the grounds on arrival. Set up tents, tables, chairs, the registration desk, first-aid area and rest space before laying out circus equipment, with extension cords and rechargeable work lights kept safely out of walkways.

Frequently asked questions

How far in advance should I organise a circus camp?: Start planning 6–8 weeks before the camp. Send invitations only after the venue, permits, insurance and basic capacity are confirmed, and aim to finalise registrations 10–14 days before the start.
What information should a circus camp registration form collect?: Collect participant and emergency contact details, dietary requirements, medical information and consent forms. Check that every participant has complete consent and medical information before assigning groups.
When should I set up the circus camp site?: Set up tents, tables, chairs, the registration desk, first-aid area and rest space before participants arrive. Complete the main setup on the day before when possible, then inspect the grounds and equipment again on the morning of camp.
How much circus equipment do I need for a camp?: Plan equipment by activity group rather than by the total number of participants. Prepare enough shared items for each group to practise without long waits, and keep extra crash mats, cones and clearly labelled equipment available for safe transitions.

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.