How to organise a knight camp from start to finish

A knight camp works best when the story and the logistics are planned together. Set the date and programme first, then secure the venue and activity locations before inviting participants. Registration needs more than names: collect parent contacts, dietary requirements, medical details and consent forms early. In the final week, confirm groups, food, costumes, game materials and the campfire arrangements, then print one run sheet for the team.

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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
Set the date and program
2 people
2
Reserve venue
3
Reserve activity locations
4
Draft invitations
2 people
5
Send invitations
2 people
6
Process registrations
2 people
7
Register parent contacts
2 people
8
Collect dietary requirements
9
Collect medical details
10
Collect consent forms
2 people
11
Finalize participant list
2 people
12
Create group assignments
2 people
13
Print the run sheet
14
Print contact list
15
Check the weather forecast
16
Prepare an indoor backup program
2 people
17
Do the shopping
3 people
18
Check groceries
2 people
19
Keep chilled products cool
2 people
20
Sort costumes
2 people
21
Check game materials
2 people
22
Pack game prizes
23
Write name tags
2 people
24
Create a music playlist
25
Check the campfire permit
26
Pick up venue keys
27
Inspect the grounds
3 people
28
Set up tables and chairs
4 people
29
Set up the tents
4 people
30
Set up the reception desk
2 people
31
Hang up decorations
4 people
32
Put up knight banners
3 people
33
Set up activity stations
4 people
34
Set up the craft tent
2 people
35
Test sound equipment
2 people
36
Safely cordon off the bonfire area
2 people
37
Prepare the buffet
4 people
38
Chill drinks
2 people
39
Prepare snacks
3 people
40
Prepare first aid supplies
41
Check toilets
2 people
42
Give volunteer instructions
2 people

Event

43
Register participants
3 people
44
Hand out name badges
2 people
45
Serve welcome drinks
2 people
46
Tell the opening story
47
Announce the teams
2 people
48
Lead the knight training
6 people
49
Guide shield decorating
4 people
50
Refill drinks
2 people
51
Host medieval games
6 people
52
Distribute snacks
3 people
53
Restock game supplies
2 people
54
Guide the treasure hunt
6 people
55
Set up the buffet
4 people
56
Serve dinner
5 people
57
Refill drinks
2 people
58
Clear tables during the event
3 people
59
Lead the knight quiz
3 people
60
Light the campfire
2 people
61
Hand out marshmallows
2 people
62
Supervise the campfire program
3 people
63
Serve the last round of drinks
2 people
64
Guide the farewell moment
2 people
65
Ensure participants leave safely
4 people

Aftercare

66
Completely extinguish the campfire
2 people
67
Collect waste
4 people
68
Take down tables and chairs
4 people
69
Remove decorations
3 people
70
Collect game materials
4 people
71
Wash dishes
3 people
72
Clean the kitchen
2 people
73
Clean the restrooms
2 people
74
Sweep and inspect the venue
3 people
75
Check borrowed materials
2 people
76
Return materials
2 people
77
Register lost property
78
Inform parents about items
79
Store photos securely
80
Send thank-you message

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 50
Buffet tablesqty 3
Waste binsqty 6

Tableware

Reusable platesqty 50
Reusable bowlsqty 50
Reusable cupsqty 75
Reusable cutleryqty 60
Serving spoonsqty 8
Scissorsqty 10
Serving plattersqty 8

Equipment

Coolersqty 5
Extension cordsqty 4
Power stripsqty 4
Portable speaker
Microphone

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 4
Measuring cupsqty 2
Kettlesqty 2
Thermos flasksqty 4
Hot platesqty 2
Large cooking potsqty 4
Frying pansqty 2

Decorations

Knight bannersqty 8
Signsqty 20
Plastic swordsqty 20
Plastic crownsqty 40
Name badgesqty 50
Tableclothsqty 8
LED torchesqty 12

Sports equipment

Conesqty 30
Hoopsqty 10
Ropeqty 100
Blindfoldsqty 10
Water balloonsqty 200
Treasure chestsqty 4
Sponge ballsqty 20

Lighting

String lightsqty 6
Battery lanternsqty 8

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 8
Litter pickersqty 2
First aid kitsqty 2

Catering

Groceries

Tips

Start with the date, programme and locations, then allow at least four weeks for invitations, registrations and consent forms. Booking activity locations later can force you to change the entire programme.
Set a clear registration deadline about 10 days before camp. Use the final list to create groups, name tags and contact sheets instead of relying on last-minute messages.
Collect dietary requirements, medical details and consent forms from parents before finalising catering or activities. Keep the contact list accessible to the responsible adults throughout the camp.
Check the weather forecast 48 hours before the start and prepare an indoor backup programme at the same time. Do not wait until rain begins to decide where groups will go.
Do the food and equipment check one day before camp: verify chilled products, costumes, game materials, prizes, sound equipment and the campfire permit. Pack the printed run sheet and contact list where the organisers can reach them quickly.

Frequently asked questions

How far in advance should I organise a knight camp?: Start planning at least six weeks before the camp. Aim to reserve the venue and activity locations in the first week, send invitations around four weeks ahead and close registrations about 10 days before the event.
When should I collect medical details and consent forms for a knight camp?: Request them with the registration and set a deadline no later than 10 days before camp. Review the completed information before creating groups and keep the final contact list with the organising team.
When should I check the weather for a knight camp?: Make a first check about one week ahead, then check again 48 hours before the start. Have the indoor backup programme ready before that final check so you can communicate changes promptly.
What should I prepare the day before a knight camp?: Check groceries and keep chilled products cool, sort costumes, test game materials and pack the prizes. Also confirm the campfire permit, print the run sheet and contact list, and prepare name tags before the day begins.

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.