How to organise a training camp that runs smoothly

A training camp needs more than a training schedule. You are coordinating participants, dietary requirements, emergency contacts, travel, accommodation, meals and sports equipment at the same time. Start with the participant list and registration deadline, then work towards confirmed transport, rooms and meals. In the final week, check every ball, cone, mat and first aid item, prepare the documents and load the vehicle in the order you will need things. This keeps arrival and the first training session calm.

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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
Create the participant list
2
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Collect emergency contacts
6
Send participant information
7
Confirm meals and accommodation
8
Confirm transportation to the venue
9
Print the training schedule
10
Create team assignments
2 people
11
Create directions
12
Check sports equipment
2 people
13
Check stock
14
Finalize the shopping list
15
Do the shopping
2 people
16
Store groceries refrigerated
2 people
17
Assemble sports bags
2 people
18
Lay out documents and keys
19
Load transport
3 people

Event

20
Open venue
2 people
21
Set up sleeping areas
4 people
22
Check the training field
2 people
23
Receive participants
3 people
24
Register attendance
25
Explain the rooms and rules
2 people
26
Serve welcome drinks
2 people
27
Lead the first training session
3 people
28
Distribute water and fruit
2 people
29
Clear shower and changing rooms
2 people
30
Set up the dinner buffet
4 people
31
Serve dinner
4 people
32
Refill drinks
2 people
33
Support the evening program
3 people
34
Prepare evening snacks
2 people
35
Check evening quiet
2 people
36
Prepare breakfast
3 people
37
Serve breakfast
3 people
38
Lead the morning training session
3 people
39
Prepare lunch
3 people
40
Serve lunch
3 people
41
Lead the afternoon training session
3 people
42
Clean sports equipment
2 people
43
Serve dinner
4 people
44
Lead team activity
3 people
45
Lead the final training session
3 people
46
Serve the departure meal
3 people
47
Clear out sleeping areas
4 people
48
Check out participants
2 people

Aftercare

49
Unload transport
3 people
50
Inventory sports equipment
2 people
51
Clean the used spaces
4 people
52
Wash dishes
3 people
53
Collect waste
2 people
54
Register lost property
55
Dry and store materials
2 people
56
Return keys and access passes
57
Return rented materials
2 people
58
Send out participant photos and items

What to bring

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

Furniture

Folding tablesqty 8
Stackable chairsqty 30
Clothes racksqty 4
Storage cratesqty 12

Sports equipment

Footballsqty 12
Training bibsqty 30
Conesqty 40
Laddersqty 4
Resistance bandsqty 15
Skipping ropesqty 15
Training matsqty 15
Stopwatchqty 3
Whistlesqty 4
Tactics boardqty 2
Pumpqty 2
Ball netqty 3
Training ladderqty 2
First aid kitqty 2

Tableware

Reusable drinking cupsqty 35
Platesqty 35
Cutlery setsqty 35
Coffee mugsqty 30
Pitcherqty 4

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving spoonsqty 6
Thermos flasksqty 4
Coolersqty 4
Ice packsqty 20
Kettlesqty 2

Equipment

Bluetooth speakerqty 2
Extension cordsqty 4
Power stripsqty 4

Lighting

LED lampsqty 6
Flashlightsqty 6

Cleaning

Waste binsqty 6
Mop headsqty 3
Bucketsqty 3
Hand brushes and dustpanqty 3
Cleaning clothsqty 20

Sleeping gear

Air mattressesqty 24
Sleeping bagsqty 24
Cushionsqty 24
Blanketsqty 24

Catering

Groceries

Tips

Set the registration deadline at least 14 days before camp starts. Use the final list to collect dietary requirements, emergency contacts and room information instead of chasing missing details during arrival.
Confirm transport, meals and accommodation no later than 7 days beforehand. Send participants the schedule, directions, packing information and venue rules together so they do not have to search through separate messages.
Check sports equipment against the training plan 3 to 5 days before departure. Count footballs, training bibs, cones, ladders, resistance bands, skipping ropes and mats, and test the pump, stopwatch and whistles.
Keep food cold from the moment you shop until it is stored at the venue. Use coolers and ice packs for transport, refrigerate groceries promptly, and prepare reusable cups, plates, cutlery and thermos flasks before the first meal.
Prepare the arrival area before participants reach the venue. Set up the sleeping spaces, lay out keys and documents, open the venue, check the training field, then register attendance and explain rooms and rules in one short briefing.

Frequently asked questions

How far in advance should I organise a training camp?: Start planning 6 to 8 weeks before the camp, especially if accommodation and transport are involved. Close registrations about 14 days beforehand and confirm the final numbers with the venue and caterer at least 7 days before departure.
What information should I collect from training camp participants?: Collect a full name, registration status, dietary requirements, emergency contact and transport details. Set a deadline at least 14 days before the start, then send the final schedule, directions, room information and rules in one message.
When should I check the equipment for a training camp?: Do the first stock check 5 days before the camp and a final count when loading the vehicle. Check every item needed for the sessions, including balls, bibs, cones, ladders, bands, mats, stopwatch, whistles, pump and first aid kit.
How do I organise arrival at a training camp?: Finish venue setup at least 30 minutes before the planned arrival time. Prepare keys and documents, arrange sleeping spaces, check the field, register attendance as people arrive, and give the room and rules briefing before the first activity.

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.