How to organise a Pentecost camp

A Pentecost camp needs more than a campsite and a programme. Start by securing the date, location and permissions, then build the participant information around registrations, dietary needs, emergency contacts and sleeping arrangements. In the final week, check equipment, food, transport details and the weather together instead of handling them separately. This order prevents common problems such as missing kitchen gear, unclear arrivals or too little time to adjust plans for rain.

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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 people
2
Reserve campsite
3
Check permits
4
Send invitations
2 people
5
Process registrations
2 people
6
Collect dietary requirements
7
Collect emergency contacts
8
Create participant groups
2 people
9
Assign sleeping places
2 people
10
Create the program
3 people
11
Check game materials
2 people
12
Check the weather forecast
13
Send participant information
14
Check the shopping list
2 people
15
Count camping equipment inventory
2 people
16
Do the shopping
3 people
17
Collect fresh produce
2 people
18
Sort materials
3 people
19
Prepare meals
4 people
20
Print participant list
21
Print route and parking plan
22
Check the first aid kit
23
Prepare weather protection
2 people

Event

24
Mark the arrival area
2 people
25
Inspect the campsite
2 people
26
Build the kitchen tent
4 people
27
Set up the communal tent
4 people
28
Set up tables and chairs
4 people
29
Mark sleeping and luggage area
2 people
30
Set up the check-in desk
2 people
31
Fill coolers
2 people
32
Receive participants
3 people
33
Assign sleeping places
3 people
34
Take luggage to the tents
4 people
35
Explain the camp rules
2 people
36
Show the grounds and exits
2 people
37
Guide the afternoon activity
4 people
38
Chill drinks
2 people
39
Prepare evening meal
4 people
40
Set the tables
3 people
41
Serve dinner
4 people
42
Refill drinks
2 people
43
Check the campfire site
2 people
44
Support the evening program
4 people
45
Collect evening waste
2 people
46
Prepare breakfast
4 people
47
Serve breakfast
4 people
48
Refill coffee and tea
2 people
49
Do the morning dishes
3 people
50
Lead morning activity
4 people
51
Prepare lunch
4 people
52
Serve lunch
3 people
53
Supervise the afternoon game
5 people
54
Distribute snacks
2 people
55
Prepare dinner
4 people
56
Serve dinner
4 people
57
Wash dishes
3 people
58
Support the evening activity
4 people
59
Check night lighting
2 people
60
Prepare breakfast
4 people
61
Serve breakfast
4 people
62
Do the morning dishes
3 people
63
Support a day activity
5 people
64
Prepare lunch
4 people
65
Serve lunch
3 people
66
Support the championship
5 people
67
Handle prize ceremony
2 people
68
Prepare the final evening meal
4 people
69
Serve the final evening meal
4 people
70
Lead the campfire evening
4 people
71
Confirm departure times
72
Prepare breakfast
4 people
73
Serve breakfast
4 people
74
Take down personal tents
6 people
75
Take down the kitchen tent
4 people
76
Take down the communal tent
4 people
77
Check waste and site
4 people
78
Gather luggage
4 people
79
Check out participants
2 people
80
Carry out final site inspection
2 people
81
Load materials
4 people
82
Leave the site clean
4 people

Aftercare

83
Take waste to the collection point
2 people
84
Dry camping gear
3 people
85
Clean camping equipment
3 people
86
Clean tableware and cooking equipment
3 people
87
Put supplies back
2 people
88
Check borrowed items
2 people
89
Return borrowed items
2 people
90
Set aside damaged materials
91
Register lost property
92
Return lost property
93
Thank participants
94
Process final administration

What to bring

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

Furniture

Group tentsqty 8
Kitchen tent
Shared tent
Tablesqty 8
Folding chairsqty 45
Folding benchesqty 4
Check-in desk
Waste binsqty 6

Tableware

Reusable platesqty 50
Reusable bowlsqty 50
Reusable cupsqty 60
Mugsqty 50
Cutlery setsqty 50
Serving spoonsqty 8
Cutting boardsqty 4
Pitcherqty 6

Kitchen

Gas burnersqty 4
Gas cylindersqty 6
Large cooking potsqty 4
Frying pansqty 3
Kettlesqty 2
Coffee machinesqty 2
Thermos flasksqty 6
Coolersqty 6
Ice packsqty 30
Measuring cupsqty 4
Kitchen knivesqty 6
Mixing bowlsqty 6
Colandersqty 3
Potholdersqty 8

Equipment

Extension cordsqty 4
Power stripsqty 4
Mobile phone chargersqty 4

Lighting

LED lampsqty 8
String lightsqty 4
Headlampsqty 10
Flashlightsqty 6

Decorations

Buntingqty 8
Name badgesqty 50
Markersqty 12
Clipboardsqty 4

Sports equipment

Footballsqty 3
Volleyball net
Volleyballqty 2
Tug of war rope
Conesqty 20
Frisbeesqty 4
Game cardsqty 6
Board gamesqty 8
Trophiesqty 6

Cleaning

Dishpanqty 4
Dish brushesqty 4
Bucketsqty 6
Broomqty 3
Dustpan and brushqty 3
Mopsqty 4
Hand broomsqty 4
Drying racksqty 3
First aid kitsqty 2
Fire extinguishersqty 2

Catering

Groceries

Tips

Reserve the campsite and check permits before sending invitations. Include the arrival area, parking instructions and a realistic check-in time in the participant information.
Close registrations early enough to create groups and assign sleeping places. Aim to have dietary requirements and emergency contacts collected at least 7 days before camp.
Build the programme around the equipment and spaces you actually have. Check game materials, group tents, the shared tent and the kitchen tent before printing the final schedule.
Count camping and kitchen equipment twice: once during planning and again before loading. Pay particular attention to gas cylinders, cooking pots, serving utensils, reusable tableware, coolers and ice packs.
Prepare a wet-weather version of the programme and inspect the campsite before arrival. Set up weather protection, check the first aid kit and print the participant list and route plan before the group arrives.

Frequently asked questions

How far in advance should I plan a Pentecost camp?: Start at least 8 to 12 weeks ahead, especially if the campsite needs to be reserved or permits must be checked. Use the final 7 days for registrations, food quantities, equipment counts and weather preparations.
When should I collect dietary requirements and emergency contacts?: Collect both during registration and close the list no later than 7 days before camp. This gives you time to adjust meals, participant groups and the emergency information carried by the organisers.
How do I organise sleeping places for a Pentecost camp?: Create participant groups after registrations close, then assign sleeping places at least 3 days before arrival. Keep the allocation with the printed participant list so check-in staff can answer questions quickly.
When should I check the weather for a Pentecost camp?: Check the forecast 7 days before camp to identify likely changes, then check it again 24 hours before departure. Prepare weather protection and a backup programme before the final check, rather than waiting for rain on site.

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.