How to organise a teen week without last-minute problems

A teen week involves more than booking a venue and filling the programme. You need a reliable order of work: fix the dates, secure sleeping places, register participants, collect consent and dietary information, then prepare transport, food and equipment. Use the final week for checks rather than major decisions. This approach helps you spot missing emergency contacts, unclear room assignments, unavailable keys and activities that need booking before the group arrives.

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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
3 people
2
Reserve venue and sleeping places
2 people
3
Set the budget and participant fee
2 people
4
Draw up a consent form
2 people
5
Send invitations
2 people
6
Process registrations
2 people
7
Collect dietary requirements
2 people
8
Check emergency contacts
2 people
9
Print participant lists
10
Purchase activities and games
2 people
11
Order groceries
2 people
12
Arrange Luggage Transport
2 people
13
Check the weather forecast
14
Arrange keys and access
2 people
15
Do the shopping
4 people
16
Sort groceries
3 people
17
Check materials
3 people
18
Set out first aid supplies and medication
2 people
19
Assign sleeping quarters
3 people
20
Set up kitchen supplies
3 people
21
Set up tables and chairs
4 people
22
Set up the registration table
2 people
23
Hang decorations
3 people
24
Test sound and music
2 people
25
Set out lunch and drinks
3 people

Event

26
Receive participants
4 people
27
Register attendance
2 people
28
Bring luggage to sleeping areas
4 people
29
Explain the house rules and program
3 people
30
Lead icebreaker games
4 people
31
Prepare evening meal
4 people
32
Serve dinner
4 people
33
Refill drinks
2 people
34
Support the evening program
5 people
35
Conduct lights-out round
3 people
36
Prepare breakfast
3 people
37
Serve breakfast
4 people
38
Lead morning games
5 people
39
Prepare lunch
3 people
40
Serve lunch
3 people
41
Support the sports tournament
6 people
42
Prepare dinner
4 people
43
Serve dinner
4 people
44
Host quiz night
4 people
45
Lead the morning walk
4 people
46
Guide creative workshops
6 people
47
Prepare barbecue
5 people
48
Serve barbecue
5 people
49
Lead the campfire evening
5 people
50
Set up the treasure hunt
4 people
51
Guide the scavenger hunt
6 people
52
Hand out lunch packs
3 people
53
Support the free afternoon
4 people
54
Prepare movie night
3 people
55
Supervise movie night
4 people
56
Explain the team assignments
5 people
57
Lead team assignments
6 people
58
Serve picnic lunch
4 people
59
Supervise water activities
6 people
60
Prepare dinner
4 people
61
Host variety night
6 people
62
Support a quiet morning
3 people
63
Prepare brunch
4 people
64
Serve brunch
4 people
65
Lead the workshops
6 people
66
Prepare the farewell dinner
5 people
67
Serve the closing dinner
5 people
68
Tidy up the variety night
5 people
69
Explain breakfast and departure
3 people
70
Gather luggage
4 people
71
Guide the final group activity
5 people
72
Serve lunch
3 people
73
See participants off
4 people

Aftercare

74
Sort materials
4 people
75
Clear the Sleeping Areas
5 people
76
Clear tables and chairs
4 people
77
Clean the kitchen
4 people
78
Collect waste
3 people
79
Clean the restrooms
3 people
80
Do final venue inspection
2 people
81
Return borrowed materials
2 people
82
Store leftover stock
2 people
83
Register lost property
2 people
84
Inform parents about found items

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 50
Beer tablesqty 6
Bench tablesqty 12
Coat racksqty 4
Storage cratesqty 20

Tableware

Reusable platesqty 60
Reusable bowlsqty 60
Disposable cupsqty 70
Mugsqty 50
Cutlery setsqty 60
Serving plattersqty 12
Serving spoonsqty 12
Scissorsqty 6

Kitchen

Cutting boardsqty 8
Chef’s knives and bread knivesqty 8
Measuring cupsqty 4
Mixing bowlsqty 8
Frying pansqty 4
Large cooking potsqty 4
Baking dishesqty 6
Colandersqty 4
Kitchen tongsqty 6
Wooden spoonsqty 8
Thermos flasksqty 6
Coolersqty 6
Core thermometersqty 2

Equipment

Bluetooth speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6
Projector
Projection screen
Laptop

Sports equipment

Footballsqty 4
Volleyballqty 3
Basketballsqty 3
Frisbeesqty 6
Rugby ballsqty 2
Vestsqty 40
Conesqty 30
Skipping ropesqty 10
Water balloonsqty 300
Outdoor gamesqty 4
Compass setsqty 8
Flashlightsqty 12
Puzzlesqty 6
Game cardsqty 8
Board gamesqty 10

Decorations

Buntingqty 12
Paper garlandsqty 10
Balloonsqty 100
Name badgesqty 60
Markersqty 30
Tapeqty 8
Ropeqty 4
Craft paperqty 10
Paint setsqty 8

Lighting

LED string lightsqty 8
LED lanternsqty 12
Spare batteriesqty 24

Cleaning

Bucketsqty 6
Mopsqty 6
Broom setsqty 4
Trash binsqty 8
Washing-up basinsqty 12
Cleaning glovesqty 12
Laundry basketsqty 6

Safety

First aid kitsqty 2
Bandagesqty 2
Safety vestsqty 10
Fire blanketsqty 2
Smoke detectorsqty 4

Catering

Groceries

Tips

Set the date, programme and venue before opening registrations. Confirm sleeping capacity at the same time, because room arrangements can limit the number of participants you accept.
Send the consent form with the invitation, not after registration. Set a clear return deadline at least 14 days before arrival, then check emergency contacts and dietary requirements together.
Close registrations before ordering groceries. Count confirmed participants, allow for the full number of meals, and keep the participant list separate from the kitchen shopping list so late changes are visible.
Make transport and access decisions at least one week ahead. Confirm luggage transport, key collection, arrival instructions and the location of registration before the group sets off.
Use the last 24 hours for a physical check of the venue and supplies. Test the speaker and microphone, check extension cords, prepare first aid supplies and medication, and place food, drinks and sleeping assignments where leaders can find them quickly.

Frequently asked questions

How far in advance should I plan a teen week?: Start at least 8 to 12 weeks before the start date. This gives you time to reserve the venue and sleeping places, send consent forms, process registrations and arrange transport without rushing.
When should parents return consent forms for a teen week?: Set the deadline 14 days before the week begins. You need the forms, emergency contacts and dietary requirements before printing participant lists and finalising room assignments.
How much food should I order for a teen week?: Order for the confirmed participant count plus a small buffer of about 5 to 10 percent, especially for drinks and bread. Finalise the quantity after registrations close and dietary requirements have been checked.
What should I check the day before a teen week starts?: Check keys and access, sleeping quarters, tables and chairs, kitchen supplies, first aid items, medication, weather conditions and sound equipment within the final 24 hours. Also sort groceries and place lunch and drinks where they can be served quickly.

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.