How to organise a holiday camp without last-minute chaos

A holiday camp needs more than a venue and a list of activities. Start by fixing the date, reserving the location and building a programme that fits travel, meals, sleep and free time. Then collect registrations, dietary requirements and emergency contacts before buying food or preparing equipment. In the final week, check the weather, inspect the site and confirm what is needed for tents, cooking, lighting, activities and safety. On arrival day, set up in zones so check-in, camping, food and activities do not interfere with each other.

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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
Reserve venue
3
Create the program
2 people
4
Send invitations
2 people
5
Process registrations
2 people
6
Collect dietary requirements
7
Check contact details
2 people
8
Collect emergency contacts
2 people
9
Prepare activities
3 people
10
Check the weather forecast
11
Do the shopping
3 people
12
Check materials
3 people
13
Sort and chill food
3 people
14
Print participant list
15
Share route and parking information

Event

16
Inspect venue
3 people
17
Set up the tents
5 people
18
Set up tables and chairs
4 people
19
Set up activity stations
4 people
20
Set up the kitchen and barbecue
4 people
21
Hang lighting
2 people
22
Set up the check-in desk
2 people
23
Conduct a safety check
2 people
24
Receive participants
4 people
25
Serve welcome drinks
2 people
26
Explain camp rules
2 people
27
Assign teams
3 people
28
Guide sports activities
6 people
29
Refill drinks
2 people
30
Hand out fruit and snacks
2 people
31
Lead the creative activity
4 people
32
Light the barbecue
2 people
33
Prepare barbecue
3 people
34
Serve barbecue
5 people
35
Clear away dishes
3 people
36
Prepare the Campfire
2 people
37
Facilitate the campfire
3 people
38
Farewell and check-out
3 people

Aftercare

39
Collect waste
4 people
40
Take down tents
5 people
41
Put furniture back
4 people
42
Clean the kitchen
3 people
43
Clean dishes and equipment
4 people
44
Clean the grounds
5 people
45
Check stock
2 people
46
Return borrowed items
2 people
47
Take out the trash
2 people
48
Handle lost and found

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 50
Party tentsqty 3

Camping

Sleeping tentsqty 12
Sleeping matsqty 40
Sleeping bagsqty 40
Picnic blanketsqty 8

Sports equipment

Footballsqty 4
Volleyball net
Volleyballsqty 3
Frisbeesqty 6
Conesqty 20
Skipping ropesqty 8
Water gunsqty 12

Kitchen

Gas barbecueqty 2
Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Serving spoonsqty 6
Tongsqty 4

Tableware

Reusable platesqty 50
Reusable cupsqty 60
Reusable cutleryqty 60
Pitcherqty 6

Equipment

Portable speaker
Extension cordsqty 3

Lighting

LED string lightsqty 4
Flashlightsqty 8

Safety

First aid kit
Fire extinguishersqty 2
Reflective vestsqty 6

Decorations

Buntingqty 4
Name stickersqty 60

Cleaning

Waste binsqty 4
Washing-up tubsqty 3
Cleaning bucketsqty 3
Hand brushes and dustpanqty 2
Microfiber clothsqty 12

Catering

Groceries

Tips

Set a firm registration deadline at least 10 days before camp starts. Use the final list to check contact details, emergency contacts, dietary requirements and sleeping arrangements before printing the check-in list.
Build the programme around the camp’s fixed points: arrival, meals, activities, quiet time and lights-out. Leave at least 30 minutes between major activities so moving groups and resetting equipment does not delay the schedule.
Check camping and weather arrangements 3 to 5 days before arrival. Count sleeping tents, mats and sleeping bags, and prepare a covered alternative for meals or activities if rain is forecast.
Prepare the cooking area before participants arrive, including the gas barbecue, coolers, reusable tableware and serving tools. Chill food in advance and keep raw and ready-to-eat food separate from the start.
Set up the check-in desk, route information, lighting and safety equipment before the first participant arrives. Test extension cords and LED lights, and place the first aid kit and fire extinguishers where staff can reach them immediately.

Frequently asked questions

How far in advance should I organise a holiday camp?: Reserve the venue and confirm the date at least 8 to 12 weeks ahead, especially if sleeping tents and shared facilities are involved. Send invitations around 6 weeks before the camp and close registrations at least 10 days before arrival.
What information should I collect from holiday camp participants?: Collect registration details, current contact information, dietary requirements and an emergency contact for every participant. Set the deadline at least 10 days before camp so the programme, food shopping and safety planning can be adjusted.
When should I check the weather for a holiday camp?: Check the forecast 5 days before the start and again the evening before arrival. Use the first check to change the activity plan or food setup, and the final check to decide what must be moved under cover.
How early should the holiday camp site be set up?: Allow at least 3 to 4 hours for setup before participants arrive. Put up sleeping tents first, then tables, activity stations, the kitchen, lighting and the check-in desk, followed by a complete safety check.

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.