How to organise a youth week from start to finish

A youth week needs more than a programme and a venue. You are coordinating registrations, dietary requirements, emergency contacts, transport, volunteers, meals and activities at the same time. Start by fixing the dates, programme and venue, then build the schedule around travel, food and supervision. Leave the final days for checking permissions, weather, equipment and participant information—not for solving basic planning gaps.

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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
2 people
2
Reserve venue
3
Choose activities and games
3 people
4
Create the schedule
2 people
5
Send invitations
2 people
6
Process registrations
2 people
7
Collect dietary requirements
8
Check permissions
2 people
9
Register emergency contacts
2 people
10
Assign volunteers
2 people
11
Book transportation
12
Plan meals
2 people
13
Make a shopping list
2 people
14
Check game materials
2 people
15
Check permits
16
Check the weather forecast
17
Print participant list
18
Make name badges
2 people
19
Do the shopping
3 people
20
Store refrigerated items
2 people
21
Distribute supplies per meal
2 people
22
Post the cooking schedule
23
Check first aid kit
24
Print phone numbers

Event

25
Open venue
2 people
26
Set up tables and chairs
4 people
27
Put up the information board
28
Set out the game fields
4 people
29
Open registration
3 people
30
Welcome participants
3 people
31
Group participants
3 people
32
Explain the rules
2 people
33
Lead icebreaker games
6 people
34
Set out drinks
2 people
35
Refill drinks
2 people
36
Prepare evening meal
5 people
37
Serve dinner
4 people
38
Supervise the evening game
6 people
39
Wash dishes
3 people
40
Lead the end-of-day wrap-up
3 people
41
Tidy the day room
4 people
42
Guide sports activities
6 people
43
Serve lunch and snacks
4 people
44
Prepare a hot meal
5 people
45
Serve the hot meal
4 people
46
Clear away sports equipment
3 people
47
Host quiz night
4 people
48
Guide creative workshops
6 people
49
Clean work tables
3 people
50
Prepare a meal
5 people
51
Serve the meal
4 people
52
Set up for movie night
3 people
53
Supervise movie night
4 people
54
Set up the treasure hunt
4 people
55
Guide the scavenger hunt
8 people
56
Distribute snacks
2 people
57
Prepare barbecue
5 people
58
Serve barbecue
5 people
59
Lead the campfire evening
5 people
60
Prepare the talent show
4 people
61
Host the talent show
6 people
62
Prepare the closing meal
5 people
63
Serve the Closing Meal
4 people
64
Hand out prizes and certificates
3 people
65
Lead the closing group activity
5 people
66
Gather the last items
4 people

Aftercare

67
Clear up the final venue
6 people
68
Deep clean the kitchen
3 people
69
Sort and remove waste
3 people
70
Inventory materials
2 people
71
Return borrowed items
2 people
72
Return transport vehicles
73
Register lost and found items
74
Inform parents about found items

What to bring

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

Furniture

Tablesqty 12
Chairsqty 70
Picnic benchesqty 6
Party tentsqty 3
Foldable tablesqty 4

Tableware

Reusable platesqty 80
Reusable bowlsqty 70
Reusable cupsqty 100
Reusable cutleryqty 100
Serving spoonsqty 12

Kitchen

Cooking potsqty 6
Frying pansqty 3
Cutting boardsqty 6
Chef's knifeqty 6
Mixing bowlsqty 8
Measuring cupsqty 4
Colandersqty 4
Coolersqty 6
Thermos flasksqty 6

Equipment

Portable speakersqty 2
Microphone
Projector
Projection screen
Extension cordsqty 6
Power stripsqty 6

Sports equipment

Footballsqty 6
Basketballsqty 4
Volleyballqty 3
Conesqty 30
Hoopsqty 20
Skipping ropesqty 20
Beanbagsqty 30
Badminton setsqty 6
Water spongesqty 40
Ropeqty 100
Compassqty 12
Flashlightsqty 20

Decorations

Buntingqty 12
Balloonsqty 100
Name badgesqty 80
Markersqty 30
Colored paperqty 10
Tapeqty 8
Craft paintqty 12
Brushesqty 30
Certificatesqty 70

Lighting

LED lampsqty 8
String lightsqty 6

Cleaning

Bucketsqty 6
Mopsqty 4
Broom setsqty 4
Hand broomsqty 4
Reusable cleaning clothsqty 30
Toilet brushesqty 3
Waste binsqty 8
First aid kitsqty 2
Fire blanketsqty 2

Catering

Groceries

Tips

Set the date, programme and venue before inviting anyone. Keep the registration period open for at least two weeks so you can collect participant details, dietary requirements and emergency contacts before assigning groups or transport.
Build the schedule around fixed points such as meals, travel and quiet time. For an active youth week, allow at least 15 minutes between activities for moving groups, changing equipment and dealing with late arrivals.
Assign volunteers to specific jobs and time blocks, not just to the event as a whole. Confirm who supervises each activity, who handles first aid and who checks the participant list at arrival at least one week beforehand.
Plan meals from the number of registered participants, then distribute ingredients and equipment by meal. Refrigerated food should be stored as soon as it arrives, and the cooking schedule should be posted before the first meal.
Do a final site and equipment check one day before opening. Test the microphone, projector, speakers, extension cords and power strips, count sports equipment, check the first aid kit and print phone numbers and the participant list.

Frequently asked questions

How far in advance should I plan a youth week?: Start at least 8 to 12 weeks before the first day. Use the first two weeks for dates, the programme and the venue, then allow time for registrations, permissions, transport, meals and volunteer assignments.
When should I send invitations for a youth week?: Send invitations at least 4 weeks before the event and keep registration open for about 2 weeks. Set a clear deadline for dietary requirements and emergency contacts so these details are available before final planning.
How many volunteers do I need for a youth week?: The number depends on the participants, activities and local supervision rules. Assign every activity and time block to a named volunteer, and confirm the complete rota at least 7 days before the youth week starts.
What should I check the day before a youth week?: Check the venue, permissions, weather forecast, first aid kit, participant list, phone numbers and all activity equipment 1 day before opening. Also test power connections and store refrigerated food immediately when it is delivered.

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.