How to organise a gymnastics camp

A gymnastics camp runs smoothly when you plan the venue, people and participant information before you think about activities. Start by booking the gymnastics hall, confirming coaches and supervisors, and setting a registration deadline. Once numbers and dietary requirements are known, assign groups and build a timetable that includes training, meals and breaks. The final checks are practical: inspect mats and apparatus, prepare first aid supplies, brief chaperones and give parents clear arrival and emergency information.

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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 the gymnastics hall
2
Confirm coaches and supervisors
3
Send invitations
2 people
4
Process registrations
2 people
5
Collect dietary requirements
6
Check participant list
2 people
7
Create the schedule and group assignments
2 people
8
Collect emergency contacts
9
Send parent information
10
Order food and drinks
11
Check sports equipment
2 people
12
Check first aid supplies
13
Do the shopping
2 people
14
Chill drinks
2 people
15
Prepare snacks
3 people
16
Make name badges
2 people
17
Set up the music playlist
18
Inspect the gym
2 people
19
Set up reception desk
2 people
20
Set up gym equipment
5 people
21
Mark sports stations
3 people
22
Set up the dining tables
3 people
23
Set up catering
3 people
24
Brief chaperones
5 people

Event

25
Receive participants
4 people
26
Register attendance
2 people
27
Escort groups to changing rooms
3 people
28
Give the welcome and safety briefing
2 people
29
Lead the joint warm-up
3 people
30
Supervise gymnastics stations
5 people
31
Refill drinks
2 people
32
Serve fruit and snacks
3 people
33
Lead the break
4 people
34
Guide the gymnastics challenge
5 people
35
Set up the dinner buffet
4 people
36
Serve dinner
4 people
37
Refill drinks
2 people
38
Supervise the evening game
5 people
39
Supervise the closing demonstration
5 people
40
Escort participants to parents
4 people
41
Check attendance at departure
2 people

Aftercare

42
Dismantle the gymnastics equipment
5 people
43
Wash the dishes and kitchenware
3 people
44
Collect waste
2 people
45
Clean the gym
4 people
46
Return materials
3 people
47
Check leftover food
48
Return borrowed items
2 people
49
Sort lost property
50
Share participant photos

What to bring

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

Furniture

Foldable tablesqty 6
Chairsqty 36
Changing room benchesqty 6

Sports equipment

Gym matsqty 12
Crash matsqty 4
Airtrack
Springboardsqty 2
Mini trampolinesqty 2
Gym blocksqty 6
Climbing ropesqty 2
Hoopsqty 12
Gymnastic ribbonsqty 12
Soft ballsqty 12
Conesqty 24
Skipping ropesqty 12
Race ribbonsqty 30
Stopwatchesqty 3
Scoreboardsqty 3
Whistlesqty 5
Sports watchqty 2

Tableware

Reusable drinking cupsqty 40
Platesqty 40
Cutlery setsqty 40
Serving bowlsqty 8
Serving spoonsqty 6

Kitchen

Coolersqty 4
Thermos flasksqty 4
Cutting boardsqty 3
Knivesqty 4

Equipment

Portable speaker
Extension cordsqty 3
Power stripsqty 3
Bluetooth microphone

Decorations

Name badgesqty 40
Markersqty 12
Paper arrowsqty 12

Cleaning

Bucketsqty 3
Mopsqty 3
Spongesqty 6

Catering

Groceries

Tips

Set the registration deadline at least 10 days before camp so you can check the participant list, collect dietary requirements and make group assignments without last-minute changes.
Build the schedule around fixed blocks: allow at least 15 minutes between apparatus rotations, and include a meal or hydration break every 90 minutes of active training.
Check the hall and every piece of apparatus before participants arrive. Pay particular attention to mats, crash mats, springboards, mini trampolines and the airtrack, rather than assuming the venue has set them up safely.
Prepare parent information at least 5 days ahead with arrival time, what participants need to bring, emergency contacts and the day’s timetable. Missing emergency contacts are difficult to resolve once children are already in the hall.
Set up reception separately from the sports area, with name badges and the checked participant list ready. Keep drinks chilled, prepare snacks before arrival and brief each chaperone on their group and responsibilities.

Frequently asked questions

How far in advance should I organise a gymnastics camp?: Book the gymnastics hall and confirm coaches and supervisors at least 8 weeks in advance. Open registrations 4 to 6 weeks before camp, then close them about 10 days before the start date so you can finalise groups, food and staffing.
How do I plan groups for a gymnastics camp?: Wait until registration closes, then group participants by age, ability and safe capacity for each station. Finish the assignments at least 5 days before camp and give each coach a written list and timetable.
What should parents receive before gymnastics camp?: Send the parent information no later than 5 days before camp. Include arrival and collection times, emergency contacts, dietary arrangements, clothing guidance and any equipment participants must bring.
When should I check the gymnastics equipment?: Inspect the hall, mats and apparatus on the day before camp, then do a quick safety check again before participants arrive. Test the layout of each station and keep first aid supplies accessible throughout the session.

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.