How to organise a leadership camp from start to finish

A leadership camp needs more than a good activity programme. Start by securing the venue, setting dates and opening registration, then build the plan around participant information, safeguarding and transport. Once numbers and dietary requirements are known, assign groups and escorts, prepare activities and buy only what the final headcount requires. The last 24 hours are for printing, packing, chilling drinks and checking rooms—not solving missing permissions or equipment.

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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
Invite participants
2 people
2
Open the registration form
3
Reserve venue
4
Create the program
2 people
5
Assign escorts
2 people
6
Process registrations
2 people
7
Collect dietary requirements
8
Collect emergency contacts
9
Check permissions
2 people
10
Coordinate transportation
2 people
11
Develop activities
3 people
12
Print the run sheet
13
Print participant list
14
Create group assignments
2 people
15
Create a shopping list
2 people
16
Check materials
2 people
17
Do the shopping
3 people
18
Chill drinks
2 people
19
Prepare activity packs
3 people
20
Prepare registration table
2 people
21
Open venue
2 people
22
Check the rooms
2 people
23
Set up tables
4 people
24
Set out chairs
4 people
25
Hang decorations
3 people
26
Test the equipment
2 people
27
Prepare lunch
4 people
28
Prepare snacks
3 people
29
Lay out briefing sets
2 people

Event

30
Guide arrivals
3 people
31
Register attendance
2 people
32
Give welcome speech
33
Group participants
3 people
34
Lead the leadership game
5 people
35
Serve break drinks
2 people
36
Refill drinks
2 people
37
Guide the team assignment
5 people
38
Set up the buffet
4 people
39
Serve dinner
4 people
40
Clear away dishes
3 people
41
Lead the reflection session
4 people
42
Support the evening activity
5 people
43
Handle the closing
2 people
44
See participants out safely
3 people

Aftercare

45
Collect waste
4 people
46
Wash dishes
3 people
47
Clean rooms
4 people
48
Sort materials
3 people
49
Return materials
2 people
50
Keep lost and found items
51
Hand over the venue
2 people
52
Inform participants

What to bring

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

Furniture

Tablesqty 8
Chairsqty 45
Buffet tablesqty 2
Waste binsqty 4

Tableware

Reusable platesqty 50
Reusable bowlsqty 50
Reusable glassesqty 60
Reusable cutleryqty 60
Serving spoonsqty 6

Kitchen

Thermos flasksqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Scissorsqty 4
Serving traysqty 4

Equipment

Coolersqty 4
Bluetooth speakersqty 2
Extension cordsqty 3
Power stripsqty 3
Megaphone
First aid kitsqty 2
Flashlightsqty 6

Lighting

String lightsqty 4
LED lanternsqty 6

Sports equipment

Conesqty 24
Ropesqty 8
Hoopsqty 6
Soft ballsqty 8
Blindfoldsqty 12
Stopwatchesqty 4

Decorations

Pennant stringsqty 6
Name badgesqty 50
Tableclothsqty 8
Whiteboardsqty 4
Whiteboard markersqty 16
Sticky notesqty 12
Markersqty 30
Pensqty 50
Notebooksqty 50
A4 paperqty 250
Rolls of tapeqty 6
Painter's tapeqty 4
Name stickersqty 60

Catering

Water jugsqty 6
Coffee potsqty 3
Groceries

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Dustpan and brushqty 2
Microfiber clothsqty 12
Toilet brushesqty 2

Tips

Set the registration deadline at least 10 days before camp. Use the final participant list to confirm dietary requirements, emergency contacts, permissions, group assignments and transport rather than relying on informal messages.
Build the programme with a named escort for every group and a clear handover between activities. Print the run sheet and participant list before the day; do not depend on a phone signal or a shared screen.
Check the venue twice: once before shopping and again when it opens. Count tables, chairs, buffet tables, waste bins, reusable tableware and available power points, then bring extension cords and power strips only where they are actually needed.
Prepare activity packs by group at least one day ahead. Include the ropes, hoops, soft balls, blindfolds, stopwatches and cones required for each activity, with scissors and spare materials kept at the registration table.
Treat food and drinks as a timing issue. Chill drinks before participants arrive, set out serving equipment with the buffet tables and label dietary requirements; a missing serving spoon or suitable dish can delay the first meal for everyone.

Frequently asked questions

How far in advance should I organise a leadership camp?: Secure the venue and provisional dates at least 8 weeks ahead. Open registration around 6 weeks before camp, and close it 10 days before arrival so you have time to process numbers, permissions, dietary requirements and transport.
When should I collect emergency contacts and permissions for a leadership camp?: Collect both through the registration form, with a deadline at least 10 days before camp. Check every record before creating group assignments; participants without the required permission should not be added to the final list without follow-up.
How do I plan the final week before a leadership camp?: Finish the programme, escorts, activities, shopping list and group assignments 5 to 7 days beforehand. Complete shopping and activity packs the day before, then print the run sheet and participant list and chill drinks before the venue opens.
How many staff or escorts do I need for a leadership camp?: Assign at least one named escort to each participant group, plus a separate person for registration and overall coordination. Confirm the final number after registration closes; adding groups without adding an escort is a common last-minute gap.

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