How to organise a writing camp

A writing camp works best when the programme, participant information and room setup are settled in that order. Start by confirming the venue and supervisors, then build the schedule around workshops, breaks and shared activities. Registration details, permissions, dietary requirements and emergency contacts need to be collected before you assign rooms. On the day, allow time to prepare writing tables, test the projector and speaker, arrange notebooks and pens, and explain the rooms and house rules before the first workshop starts.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Reserve venue
2
Assign supervisors
3
Create the program
2 people
4
Create participant list
5
Send invitations
6
Process registrations
7
Collect permissions
8
Collect dietary requirements
9
Check emergency contacts
10
Assign rooms
2 people
11
Brief workshop facilitators
2 people
12
Print worksheets
13
Assemble writing kits
2 people
14
Do the shopping
2 people
15
Check materials
2 people

Event

16
Open venue
2 people
17
Clean the room
3 people
18
Set up tables and chairs
3 people
19
Set up writing tables
2 people
20
Set up the registration table
21
Receive participants
3 people
22
Explain the rooms and house rules
2 people
23
Lead the introduction game
2 people
24
Lead the writing workshop
2 people
25
Set out drinks
2 people
26
Prepare dinner
3 people
27
Serve dinner
3 people
28
Refill drinks
29
Clear away dishes
2 people
30
Lead the reading session
2 people
31
Lead evening writing session
2 people
32
Prepare evening snacks
33
Lead the evening round
3 people
34
Clean the kitchen
3 people
35
Prepare breakfast
3 people
36
Serve breakfast
3 people
37
Lead morning quiet time
2 people
38
Lead the feedback round
2 people
39
Check rooms
2 people
40
Hand out lunch packs
2 people
41
Collect the projects
2 people
42
Check out participants
2 people

Aftercare

43
Collect waste
3 people
44
Put furniture back
3 people
45
Clean writing spaces
3 people
46
Clean the kitchen and sanitary facilities
3 people
47
Sort materials
2 people
48
Return borrowed items
2 people
49
Share projects digitally
50
Return lost property

What to bring

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

Furniture

Tablesqty 8
Chairsqty 24
Coat racksqty 2
Stoolsqty 6

Tableware

Reusable platesqty 30
Reusable bowlsqty 30
Reusable cupsqty 40
Mugsqty 30
Cutlery setsqty 30
Serving plattersqty 6

Kitchen

Cutting boardsqty 3
Chef's knivesqty 3
Serving spoonsqty 4
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3

Equipment

Laptopqty 2
Projector
Projection screen
Portable speaker
Extension cordsqty 4
Power stripsqty 4

Lighting

Table lampsqty 8
String lightsqty 3

Writing supplies

Notebooksqty 24
Ballpoint pensqty 50
Pencilsqty 30
Erasersqty 24
Pencil sharpenersqty 12
Markersqty 12
Colored pencilsqty 8
A4 paperqty 2
Flipchart padsqty 3
Whiteboard markersqty 12
Sticky notesqty 12
Writing foldersqty 24

Decorations

Name badgesqty 30
Directional signsqty 8
Masking tapeqty 4

Sleeping gear

Air mattressesqty 20
Sleeping matsqty 24
Cushionsqty 24
Blanketsqty 24

Cleaning

Bucketsqty 3
Mopsqty 3
Hand broomsqty 2
Dustpan and brushqty 2
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the programme before sending invitations. Include workshop times, breaks, room names and arrival details so participants know what they are signing up for.
Close registration with enough time to assign rooms and collect permissions, dietary requirements and emergency contacts. A practical deadline is 7 days before the camp.
Brief workshop facilitators with the final timetable and room assignments at least 3 days beforehand. Give them the worksheets and confirm which writing materials each session needs.
Prepare one writing kit per participant, including a notebook, ballpoint pen, pencil, eraser and sharpener, plus shared markers. Add a small reserve of at least 10% for forgotten or faulty items.
Open the venue at least 90 minutes before arrival. Set up the registration table, writing tables, chairs and lighting, then test the laptop, projector, speaker, extension cords and power strips before participants enter.

Frequently asked questions

How far in advance should I plan a writing camp?: Start planning at least 6 to 8 weeks before the camp. Confirm the venue and supervisors first, then allow time for the programme, invitations, registration and permissions.
When should writing camp registration close?: Close registration about 7 days before the event. This gives you time to assign rooms, check emergency contacts, collect dietary requirements and prepare the right number of writing kits.
How early should I arrive to set up a writing camp?: Arrive at least 90 minutes before participants. Use the first part of that time for room and table setup, then test the projector, speaker, laptop and power connections.
What should I prepare for each writing camp participant?: Prepare one notebook and one ballpoint pen per participant, with a pencil, eraser and sharpener available as well. Keep at least 10% extra supplies on hand so a lost or faulty item does not interrupt a workshop.

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.