How to organise a fantasy camp without last-minute chaos

A fantasy camp works best when you plan the practical structure before adding the story and decorations. Start with registrations, dietary requirements and parent contact details, then confirm the venue, meal times and activity layout. In the final week, assign roles and teams, check the camp and game equipment, and print the run sheet. On the day, set up registration, tents, food, game stations and boundaries in that order so participants can arrive safely and get started on time.

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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
Send invitations
2 people
2
Process registrations
2 people
3
Collect dietary requirements
4
Check parent contact details
2 people
5
Print participant list
6
Compile emergency contacts
7
Reserve venue
8
Agree on meal times
9
Make a shopping list
2 people
10
Do the shopping
3 people
11
Check camping equipment
3 people
12
Collect game materials
2 people
13
Sort costumes
2 people
14
Assign roles and teams
2 people
15
Print the run sheet
16
Mark the route and terrain boundaries
3 people
17
Set up the tents
5 people
18
Set up tables and benches
3 people
19
Set up the kitchen corner
3 people
20
Set up game stations
4 people
21
Hang decorations
3 people
22
Test sound equipment
2 people
23
Prepare food
4 people
24
Chill drinks
2 people
25
Set up the registration table
2 people
26
Conduct a safety check
2 people
27
Brief volunteers
2 people

Event

28
Receive participants
4 people
29
Hand out wristbands
2 people
30
Explain camp rules
2 people
31
Announce the teams
2 people
32
Distribute costumes
3 people
33
Guide the fantasy game
6 people
34
Refill drinks
2 people
35
Supervise the afternoon break
4 people
36
Serve snacks
3 people
37
Guide the scavenger hunt
6 people
38
Serve dinner
5 people
39
Collect tableware
3 people
40
Supervise the campfire program
4 people
41
Handle prize ceremony
2 people
42
See off guests and manage departure
4 people
43
Collect costumes
3 people

Aftercare

44
Collect waste
4 people
45
Take down tents
5 people
46
Clear away the tables and benches
3 people
47
Wash dishes
3 people
48
Clean the kitchen
2 people
49
Clean the grounds
4 people
50
Inventory materials
2 people
51
Set aside damaged materials
2 people
52
Return borrowed materials
2 people
53
Store leftover food
2 people
54
Send a thank-you gift to participants

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 6
Benchesqty 12
Registration desk
Waste binsqty 6

Tableware

Reusable platesqty 40
Reusable bowlsqty 40
Reusable cupsqty 60
Reusable cutleryqty 60
Serving spoonsqty 6
Thermos flasksqty 4

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Mixing bowlsqty 6
Coolersqty 4
Water jugsqty 6

Equipment

Portable speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4

Lighting

String lightsqty 6
LED lanternsqty 12

Decorations

Fantasy flagsqty 20
Artificial ivyqty 10
Treasure chestsqty 4
Decorative shieldsqty 6
Themed rugsqty 8

Sports equipment

Conesqty 30
Ropesqty 10
Hoopsqty 8
Foam swordsqty 30
Ballsqty 12
Compass setsqty 8
Flashlightsqty 20
Puzzle setsqty 6
Keychainsqty 40

Cleaning

Bucketsqty 4
Dish brushesqty 4
Spongesqty 12
Microfiber clothsqty 12

Catering

Groceries

Tips

Close registrations early enough to check dietary requirements and parent contact details. Print the participant list and bundle emergency contacts before the event day, rather than trying to find missing information at check-in.
Plan the site on paper before unloading anything. Mark route and terrain boundaries first, then place tents, tables, benches and the registration table where staff can see arrivals and participants can move safely.
Build the story around the practical schedule. Assign roles and teams before participants arrive, and print one run sheet for staff so meal times, games and transitions do not depend on memory.
Check technical equipment at least one day ahead. Test the portable speakers and microphone together, and make sure extension cords and power strips reach the planned activity and kitchen areas safely.
Prepare the kitchen corner with serving equipment and chilled drinks before the first activity begins. Keep reusable plates, bowls, cups and cutlery together, and allow enough time to prepare food without supervising games at the same time.

Frequently asked questions

How far in advance should I organise a fantasy camp?: Start planning at least 6 weeks before the camp if you need a venue, registrations and several activity areas. Complete contact checks, team assignments and equipment checks during the final 7 days.
What should I do first when planning a fantasy camp?: Begin with the participant information: send invitations, process registrations and collect dietary requirements. Confirm the venue and meal times before buying food or fixing the activity schedule.
When should I set up the fantasy camp site?: Set up tents, tables, benches and the kitchen corner before participants arrive, with the route and terrain boundaries marked first. Aim to finish the main layout at least 60 minutes before registration opens.
How do I organise teams and roles for a fantasy camp?: Assign teams and character roles after registrations close, when you know the final participant count. Print the team list and run sheet at least 1 day before the camp, and keep a staff copy at the registration table.

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.