How to organise a debate camp from start to finish

A debate camp needs more than a set of motions and a room full of chairs. Start by fixing the date, venue and participant numbers, then build the programme around room capacity, moderators and jury availability. Registration should capture parent contacts, emergency details and dietary requirements early enough to act on them. In the final week, test the presentation equipment, prepare group assignments and print the documents people will use throughout the day.

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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
Send invitations
2 people
3
Process registrations
4
Collect parent contact details
5
Collect dietary requirements
6
Check emergency contacts
7
Secure debate moderators
8
Confirm the debate jury
9
Reserve rooms
10
Check transport and accessibility
11
Create the program
2 people
12
Select debate motions
2 people
13
Develop debate rules
2 people
14
Assign participant groups
15
Prepare jury forms
2 people
16
Print the run sheet
17
Print participant list
18
Make name badges
2 people
19
Prepare presentations
2 people
20
Do the shopping
2 people
21
Collect materials
2 people
22
Pack food separately
2 people
23
Check rooms and exits
2 people
24
Set up tables and chairs
4 people
25
Set up debate rooms
4 people
26
Set up registration desk
2 people
27
Lay out name badges
28
Hang up signage
2 people
29
Chill drinks
2 people
30
Prepare coffee and tea
2 people

Event

31
Register participants
3 people
32
Welcome and explain the program
2 people
33
Lead the introduction game
3 people
34
Explain debate techniques
3 people
35
Guide the argumentation exercise
4 people
36
Serve snack breaks
2 people
37
Refill drinks
38
Lead prep rounds
4 people
39
Serve dinner
4 people
40
Clear up dinner
3 people
41
Support the final rounds
5 people
42
Collect judging forms
2 people
43
Calculate the result
2 people
44
Handle prize ceremony
2 people
45
Serve evening snack
2 people
46
Ensure participants leave safely
3 people

Aftercare

47
Collect waste
3 people
48
Wash dishes
3 people
49
Put tables and chairs back
4 people
50
Clear away debate materials
2 people
51
Clean rooms
3 people
52
Return materials
2 people
53
Clear away leftover food
2 people

What to bring

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

Furniture

Chairsqty 40
Tablesqty 10
Registration desk
Judges' tableqty 2

Tableware

Reusable cupsqty 50
Platesqty 45
Cutlery setsqty 45
Coffee cupsqty 30

Kitchen

Thermos flasksqty 3
Coolersqty 3
Serving traysqty 6
Cutting boardsqty 3
Kitchen knivesqty 3

Equipment

Laptop
Projector
Projection screen
Stopwatchqty 6
Bell ringerqty 2
Extension cordsqty 4
Power stripsqty 4

Debate materials

Whiteboardsqty 4
Flip chartsqty 4
Flip chart sheetsqty 80
Whiteboard markersqty 24
Jury formsqty 50
Ballot slipsqty 100

Office supplies

Ballpoint pensqty 50
Notepadsqty 40
Name badgesqty 45
Tapeqty 4
Scissorsqty 4
Paper clipsqty 2

Decorations

Signage boardsqty 8
Tableclothsqty 10

Lighting

Desk lampsqty 4

Safety

First aid kit

Cleaning

Bucketsqty 2
Cleaning clothsqty 12

Catering

Groceries

Tips

Set the registration deadline at least 10 days before camp so you can confirm attendance, parent contact details, emergency information and dietary requirements before assigning groups.
Plan rooms before writing the timetable. Allow one debate room per active group where possible, plus a registration area and enough table space for judges to complete jury forms.
Confirm moderators and the jury at least two weeks ahead, then send them the rules, motions, programme and scoring documents so questions are resolved before the event.
Prepare one run sheet for organisers and one participant list for registration. Print both at least one day before camp, along with name badges, jury forms and ballot slips.
Test the laptop, projector, screen, extension cords, power strips, stopwatch and bell ringer during setup. Keep food packed separately and check exits before participants arrive.

Frequently asked questions

How far in advance should I organise a debate camp?: Start planning at least 6 to 8 weeks before the camp. Confirm the date, location, rooms, moderators and jury first; set the registration deadline around 10 days before the event.
How many rooms do I need for a debate camp?: Plan one debate room for each group debating at the same time, plus a registration area and a space for breaks or meals. Confirm the final number after registrations close, then check room access and exits.
When should I assign debate groups?: Assign groups 5 to 7 days before camp, after registrations, dietary requirements and accessibility needs are checked. Print the final participant list and prepare name badges the day before.
What should I prepare the day before a debate camp?: Print the run sheet, participant list, jury forms and ballot slips, and test the presentation equipment. Pack debate materials separately from food, then label each room’s tables, chairs, whiteboards and flip charts.

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