How to organise a club weekend without last-minute chaos

Start by fixing the date, location and overnight capacity before you invite anyone. Once registrations are coming in, collect dietary requirements and emergency contacts, then build the room plan, transport plan and programme from the actual numbers. The final week is for shopping, checking equipment and confirming weather-dependent details. On arrival, inspect the rooms first, set up shared spaces, prepare bedrooms and connect the sound system before participants arrive.

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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
Reserve accommodation
3
Reserve activities
4
Arrange transport
2 people
5
Send invitations
2 people
6
Process registrations
7
Collect dietary requirements
8
Collect emergency contacts
9
Create room assignments
2 people
10
Create the program
2 people
11
Send participant information
12
Check the weather forecast
13
Check the shopping list
2 people
14
Do the shopping
3 people
15
Collect materials
3 people
16
Check the games
2 people
17
Create a music playlist
18
Check the first aid kit
19
Load cars
4 people
20
Open venue
2 people
21
Check rooms
2 people
22
Set up tables and chairs
4 people
23
Prepare the bedrooms
4 people
24
Hang decorations
3 people
25
Connect the sound system
2 people
26
Set up activities
3 people
27
Chill drinks
2 people
28
Set up the reception table
2 people

Event

29
Receive participants
3 people
30
Distribute keys and rooms
2 people
31
Explain the house rules
32
Serve welcome drinks
2 people
33
Guide the afternoon activity
3 people
34
Refill drinks
2 people
35
Set out snacks
2 people
36
Serve snacks
2 people
37
Prepare dinner
4 people
38
Serve dinner
4 people
39
Clear up dinner
4 people
40
Support the evening program
3 people
41
Operate the music
42
Carry out a night check
2 people
43
Prepare breakfast
3 people
44
Make coffee and tea
2 people
45
Serve breakfast
3 people
46
Clear breakfast away
3 people
47
Lead morning activity
3 people
48
Prepare lunch
3 people
49
Serve lunch
3 people
50
Clear away lunch
3 people
51
Supervise the final activity
3 people
52
Take group photo
2 people

Aftercare

53
Check rooms
3 people
54
Check out participants
2 people
55
Collect materials
4 people
56
Remove decorations
3 people
57
Sort waste
3 people
58
Wash dishes
4 people
59
Clean the kitchen
3 people
60
Clean the restrooms
2 people
61
Clean common areas
4 people
62
Put the tables and chairs back
4 people
63
Switch off equipment
2 people
64
Return venue keys
65
Return borrowed items
2 people
66
Clear away leftover stock
2 people
67
Collect lost and found items
68
Share photos with participants

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 36
Beer tablesqty 4
Coat racksqty 2
Waste binsqty 4

Tableware

Drinking glassesqty 40
Wine glassesqty 36
Coffee cupsqty 36
Breakfast platesqty 36
Dinner platesqty 36
Cutlery setsqty 40
Serving plattersqty 8
Serving spoonsqty 8

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Measuring cupsqty 2
Mixing bowlsqty 4
Pansqty 4
Roasting pansqty 2
Serving spoonsqty 6
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Ice packsqty 12
Grocery Cratesqty 8

Equipment

Bluetooth speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Charging cablesqty 6
Power banksqty 4
Microphone
Laptop
Projection screen
Projector

Decorations

Balloonsqty 60
Buntingqty 8
Tableclothsqty 8
Name badgesqty 40
Markersqty 12
Tapeqty 4
Poster puttyqty 4

Lighting

String lightsqty 4
Table lampsqty 4
Flashlightsqty 6

Sports equipment

Footballsqty 2
Volleyball net
Volleyballqty 2
Frisbeesqty 4
Conesqty 20
Ropeqty 2
Ball pump
Board gamesqty 12
Playing cardsqty 6
Quiz boardsqty 6
Pensqty 40
Notepadsqty 40

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Reserve accommodation and activities before sending invitations, and allow at least two weeks for registrations if the group is larger than 20 people. You need confirmed numbers before assigning rooms or booking transport.
Set a registration deadline 7 days before the weekend. Use the final list to create room assignments, collect dietary requirements and emergency contacts, and send practical participant information.
Write the programme with realistic changeover time: allow at least 15 minutes between activities, plus a clear meal window. Share the schedule before departure so people know when transport and activities start.
Do the main shopping 1–2 days before departure and keep chilled food in coolers with ice packs. Check serving equipment, breakfast and dinner tableware, coffee supplies and waste bins against the final headcount.
Load cars in a fixed order: luggage and room supplies first, then tables, chairs, kitchen crates and sound equipment. Keep first aid supplies, charging cables and emergency contacts accessible rather than buried under bags.

Frequently asked questions

How far in advance should I organise a club weekend?: Start booking accommodation, activities and transport 8–12 weeks ahead. Send invitations once the date, location and overnight capacity are confirmed, then close registrations about 7 days before departure.
How do I plan rooms for a club weekend?: Create the room plan only after registrations close and allow one evening to resolve requests or changes. Send each participant their room assignment with the practical information at least 3 days before the weekend.
How much food and drink should I buy for a club weekend?: Base the shopping list on the confirmed number of participants and include every planned meal, breakfast and breaks. For drinks, plan roughly 2–3 servings per person for the first hour, then about 1 serving per person per hour, while keeping water available throughout.
What should I check when arriving at the accommodation?: Allow 45–60 minutes before the group arrives to check rooms, toilets, power points and shared areas. Then set up tables and chairs, prepare bedrooms, check games and connect the sound system before unloading becomes chaotic.

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.