How to organise a creative camp from start to finish

A creative camp runs smoothly when the programme, people and materials are organised in that order. Start by booking a suitable room, then build the timetable around the workshops and calculate how many workstations, chairs and material sets you need. Registrations should capture dietary requirements and emergency contacts before you print the participant list. In the final days, check every craft supply, worksheet and food item. On the day, finish the room setup before participants arrive so registration does not compete with workshop preparation.

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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
Reserve a room
2
Compile program
2 people
3
Create invitations
2 people
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Collect emergency contacts
8
Print participant list
9
Print worksheets
10
Check materials
2 people
11
Check the shopping list
12
Do the shopping
2 people
13
Sort craft supplies
2 people
14
Prepare workstations
2 people
15
Set up music
16
Store food chilled
2 people
17
Inspect the space
2 people
18
Set up tables
3 people
19
Set up chairs
3 people
20
Cover work tables
2 people
21
Hang decorations
2 people
22
Set up the registration table
23
Set up materials per workshop
3 people
24
Chill drinks
2 people
25
Prepare snacks
2 people
26
Set out coffee and tea
27
Give briefing to supervisors
3 people

Event

28
Receive participants
3 people
29
Register attendance
2 people
30
Explain the house rules
2 people
31
Lead the introduction game
3 people
32
Lead the drawing workshop
3 people
33
Serve break drinks
2 people
34
Lead the painting workshop
3 people
35
Clean work tables between uses
2 people
36
Lead the cooking activity
4 people
37
Set up the dinner buffet
3 people
38
Serve dinner
3 people
39
Refill drinks
2 people
40
Collect tableware
2 people
41
Leading the collage workshop
3 people
42
Present projects
3 people
43
Take group photo
2 people
44
Farewell and check-out
3 people

Aftercare

45
Collect waste
3 people
46
Clear away materials
3 people
47
Wash dishes
2 people
48
Clean the room
3 people
49
Put furniture back
3 people
50
Check leftover food
2 people
51
Count materials
2 people
52
Return borrowed items
2 people
53
Handle lost property

What to bring

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

Furniture

Tablesqty 8
Chairsqty 36
Registration desk
Work stoolsqty 6
Waste binsqty 4

Tableware

Reusable cupsqty 40
Platesqty 40
Cutlery setsqty 40
Small bowlsqty 12
Serving bowlsqty 8

Equipment

Bluetooth speaker
Extension cordsqty 4
Power stripsqty 4
Coolersqty 3
Kettleqty 2
Hot platesqty 2
Camera

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Measuring cupsqty 3
Mixing bowlsqty 6
Pansqty 3
Serving spoonsqty 6

Decorations

Paper garlandsqty 6
Tableclothsqty 8
Name badgesqty 40

Creative materials

Sketchbooksqty 36
Drawing pencilsqty 40
Colored pencil setsqty 12
Markersqty 12
Watercolor paint setsqty 12
Brushesqty 48
Scissorsqty 20
Glue Sticksqty 24
Colored paperqty 10
Canvas clothsqty 36
Craft apronsqty 36
Protective filmqty 2

Lighting

LED light stringsqty 4

Cleaning

Bucketsqty 3
Mopsqty 3
Spongesqty 8

Safety

First aid kit
Flashlightsqty 4

Catering

Groceries

Tips

Build the programme before buying supplies. For each workshop, note its start time, duration, required materials and the number of participants, then prepare one complete material set per workstation.
Close registrations early enough to act on the information. Aim to collect dietary requirements and emergency contacts at least 7 days before the camp, leaving time to adjust food and records.
Use the participant count to plan the room, not the other way around. Set out one chair or stool per participant, add the registration desk near the entrance, and leave clear space between tables for movement.
Do a materials check 2–3 days before the camp. Match the worksheets and craft supplies to the programme, then sort pencils, coloured pencils and markers by workshop so missing items are visible before setup.
Finish perishable food and drinks last. Keep chilled food and drinks in coolers until needed, and set up snacks only after the workstations, extension cords and speaker have been checked.

Frequently asked questions

How far in advance should I organise a creative camp?: Start at least 4–6 weeks ahead if the camp needs room booking, invitations and several workshops. Set the programme early, send invitations once the key details are fixed, and close registrations about 7 days before the event.
How many workstations do I need for a creative camp?: Plan one workstation for each small working group, based on the workshop format and maximum group size. Prepare one full set of materials per workstation and add a small reserve of commonly used items such as pencils, markers and paper.
When should I print the participant list and worksheets?: Print the participant list after registrations close and the final dietary requirements and emergency contacts have been checked, usually 1–2 days before the camp. Print worksheets at the same time, then place them with the materials for each workshop.
What should be set up first on the day of a creative camp?: Inspect the room first, then set up tables, chairs, covered work surfaces and the registration table. Check power strips and extension cords before connecting the speaker or kettle, and prepare workshop materials before chilling drinks and putting out snacks.

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.