How to organise a Pentecost camp from start to finish

A Pentecost camp needs more than a date and a programme. Start by fixing the camp location, confirming reservations and transport, then collect registrations, dietary requirements and emergency contacts before buying food or packing equipment. The final week is for printing participant lists, checking the weather, preparing meals and sorting non-perishable stock. On arrival, set up the tents, kitchen, check-in desk and activity areas before participants arrive.

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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 camp date and location
2 people
2
Send invitations
2 people
3
Process registrations
2 people
4
Collect dietary requirements
5
Check emergency contacts
2 people
6
Print participant lists
7
Plan meals and groceries
3 people
8
Develop the activity program
3 people
9
Check game materials
2 people
10
Confirm reservations
11
Confirm transport and parking space
2 people
12
Check the weather forecast
13
Do the shopping
3 people
14
Sort non-perishable stock
2 people
15
Fill coolers
2 people
16
Load camp equipment
4 people
17
Open venue
2 people
18
Inspect the grounds
3 people
19
Set up tents
6 people
20
Set up tables and chairs
4 people
21
Set up the kitchen
3 people
22
Hang decorations
2 people
23
Set up the check-in desk
2 people

Event

24
Receive participants
4 people
25
Explain camp rules
2 people
26
Assign sleeping places
3 people
27
Lead the introduction game
3 people
28
Serve afternoon drinks
2 people
29
Prepare evening meal
4 people
30
Serve dinner
4 people
31
Refill drinks
2 people
32
Supervise the evening game
4 people
33
Clear away dinner
3 people
34
Wrap up the evening program
2 people
35
Set up night security
2 people
36
Prepare breakfast
3 people
37
Serve breakfast
3 people
38
Support a day activity
5 people
39
Prepare lunch
3 people
40
Serve lunch
3 people
41
Guide the afternoon activity
5 people
42
Prepare barbecue
4 people
43
Serve barbecue
4 people
44
Lead the campfire evening
4 people
45
Guide the morning program
4 people
46
Prepare brunch
3 people
47
Serve brunch
3 people
48
Lead the closing game
4 people
49
Gather luggage
3 people
50
Check out participants
3 people

Aftercare

51
Take down tents
6 people
52
Clear away furniture
4 people
53
Wash dishes
3 people
54
Collect waste
3 people
55
Clean the grounds
4 people
56
Take inventory of camping gear
2 people
57
Empty and clean coolers
2 people
58
Lock up the venue
2 people
59
Return borrowed items
2 people
60
Clear away leftover stock
2 people
61
Sort lost and found
62
Check the final bill

What to bring

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

Furniture

Party tentsqty 3
Camp tablesqty 6
Folding chairsqty 50
Picnic benchesqty 4
Check-in desk
Waste binsqty 4

Tableware

Reusable platesqty 50
Reusable bowlsqty 50
Reusable cupsqty 60
Knivesqty 60
Forksqty 60
Spoonsqty 60
Serving spoonsqty 10
Coffee potsqty 3
Teapotsqty 2
Cutting boardsqty 4
Serving plattersqty 8

Kitchen

Gas burnersqty 3
Gas cylindersqty 3
Large cooking potsqty 4
Frying pansqty 3
Kitchen tongsqty 4
Measuring cupsqty 3
Kitchen knivesqty 6
Coolersqty 5
Ice packsqty 20

Equipment

Kettlesqty 2
Bluetooth speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Megaphonesqty 2
Walkie-talkiesqty 6

Lighting

String lightsqty 4
Flashlightsqty 10
Battery lanternsqty 6

Decorations

Buntingqty 6
Balloonsqty 100
Tableclothsqty 8
Name stickersqty 60

Sports equipment

Footballsqty 4
Volleyballqty 2
Frisbeesqty 6
Relay batonsqty 8
Conesqty 30
Tug of war rope
Skipping ropesqty 8
Water gunsqty 20
Blindfoldsqty 10
Game cardsqty 4
Board gamesqty 8

Cleaning

Broomqty 3
Litter pickersqty 4
Bucketsqty 4
Spongesqty 10
Tea towelsqty 20
Towelsqty 10
Toilet brushesqty 2

Catering

Groceries

Tips

Set a firm registration deadline at least 7 days before camp. Use the final list to check dietary requirements, emergency contacts, transport needs and the number of beds or tents required.
Plan meals before doing the shopping. Count every participant for each meal, then check that you have enough large cooking pots, gas burners, serving utensils, reusable plates, bowls and cups for the busiest sitting.
Finish the programme and check game materials at least 3 days before departure. Pack activity equipment separately from kitchen supplies so it can be found without unpacking the whole camp.
Use the final 48 hours for weather and logistics checks. Confirm the venue, transport and parking space, then decide where party tents, tables, chairs, waste bins and the check-in desk will go if conditions change.
Open the venue early enough for a full safety walk-through before check-in. Inspect the grounds, set up tents and the kitchen, test extension cords and power strips, fill coolers, and keep participant lists ready at the desk.

Frequently asked questions

How far in advance should I organise a Pentecost camp?: Fix the date and location at least 6 to 8 weeks ahead, especially if you need reservations or transport. Set the registration deadline for about 7 days before camp so numbers and dietary requirements are usable.
When should I buy food for a Pentecost camp?: Plan the menu and buy non-perishable stock 3 to 5 days before departure. Buy fresh food as close to the start as practical, then fill the coolers on the final day with ice packs.
How early should we arrive to set up a Pentecost camp?: Allow at least 3 hours before participants arrive. That gives you time to inspect the grounds, set up tents, tables, chairs, the kitchen and check-in desk, and test power connections.
What information should I collect from Pentecost camp participants?: Collect registration details, dietary requirements and an emergency contact before the deadline, ideally 7 days before camp. Print the final participant lists after registrations close and keep a copy at check-in.

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.