How to organise an activity week without last-minute chaos

An activity week runs smoothly when you make the decisions that affect safety, staffing and supplies before you start planning the fun details. Begin with the theme, programme and expected number of participants, then collect registrations, dietary requirements, consent forms and emergency contacts. After that, confirm activities, reservations, supervisors, meals and weather alternatives. In the final days, check equipment, prepare materials, inspect the venue and set up registration so the first morning does not depend on guesswork.

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
Set the theme and program
2 people
2
Determine number of participants
2 people
3
Send invitations
2 people
4
Process registrations
2 people
5
Collect dietary requirements
6
Check contact details
2 people
7
Collect emergency contacts
2 people
8
Process consent forms
2 people
9
Give the program to supervisors
2 people
10
Choose activities and games
3 people
11
Make reservations
2 people
12
Prepare weather scenario
2 people
13
Assign escorts
2 people
14
Plan meals and breaks
2 people
15
Make a shopping list
2 people
16
Check game materials
2 people
17
Check equipment
2 people
18
Create the route and safety rules
2 people
19
Do the shopping
3 people
20
Set up non-perishable supplies
2 people
21
Collect fresh produce
2 people
22
Bring materials to the venue
4 people
23
Check venue and toilets
2 people
24
Set up tables and chairs
4 people
25
Set up the registration table
2 people
26
Set up kitchen and buffet
3 people
27
Fill coolers
2 people
28
Hang decorations
3 people
29
Set up game stations
4 people
30
Set up first aid and emergency supplies
2 people

Event

31
Receive participants
4 people
32
Sign off the attendance list
2 people
33
Give welcome briefing
2 people
34
Group participants
3 people
35
Lead icebreaker games
6 people
36
Hand out drinks and fruit
3 people
37
Supervise afternoon activities
8 people
38
Serve dinner
5 people
39
Refill drinks
2 people
40
Supervise the evening game
8 people
41
Lead the end-of-day wrap-up
3 people
42
Explain the day program
2 people
43
Serve breakfast
5 people
44
Lead morning games
8 people
45
Serve lunch
5 people
46
Distribute water and fruit
3 people
47
Lead the creative activity
6 people
48
Guide sports activities
8 people
49
Serve dinner
5 people
50
Supervise movie night
5 people
51
Lead the end-of-day wrap-up
3 people
52
Guide the morning program
8 people
53
Serve lunch
5 people
54
Guide the scavenger hunt
8 people
55
Hand out break drinks
3 people
56
Prepare dinner
5 people
57
Serve dinner
5 people
58
Lead the campfire evening
6 people
59
Open theme day
3 people
60
Serve breakfast
5 people
61
Lead team assignments
8 people
62
Serve lunch
5 people
63
Supervise water activities
8 people
64
Hand out dry clothes
3 people
65
Prepare barbecue
5 people
66
Serve barbecue
6 people
67
Host music night
5 people
68
Open the final day
3 people
69
Serve breakfast
5 people
70
Lead the final games
8 people
71
Serve lunch
5 people
72
Set out projects and prizes
3 people
73
Support the closing party
8 people
74
Hand out prizes and certificates
3 people
75
Arrange participant pickup
4 people

Aftercare

76
Clean up the first day
5 people
77
Clear the dining area
4 people
78
Extinguish campfire safely
2 people
79
Clean the barbecue and grounds
5 people
80
Check final inventory
3 people
81
Sort materials
4 people
82
Clean the venue
6 people
83
Dispose of waste
3 people
84
Return materials
3 people
85
Return borrowed items
2 people
86
Register lost and found items
87
Lost and found messages

What to bring

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

Furniture

Tablesqty 10
Chairsqty 50
Beer tablesqty 4
Registration desk
Waste binsqty 6

Tableware

Reusable platesqty 60
Reusable bowlsqty 50
Reusable cupsqty 80
Mugsqty 50
Cutlery setsqty 60
Serving traysqty 8

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving spoonsqty 8
Mixing bowlsqty 6
Coolersqty 6
Thermos flasksqty 6
Water jugsqty 8

Equipment

Bluetooth speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Projector
Projection screen

Sports equipment

Footballsqty 6
Basketballsqty 3
Volleyballqty 3
Ball pumpqty 2
Conesqty 30
Skipping ropesqty 12
Hoopsqty 12
Water gunsqty 20
Spongesqty 30
Ropeqty 2
Vestsqty 50
Field markersqty 20

Decorations

Buntingqty 8
Balloonsqty 100
Tableclothsqty 10
Name stickersqty 60
Markersqty 30
Craft paperqty 300
Colored pencilsqty 10
Scissorsqty 20
Glue sticksqty 20
Rolls of tapeqty 10
Prizes and certificatesqty 50

Lighting

LED lampsqty 8
Flashlightsqty 12

Cleaning

Cleaning bucketsqty 4
Cleaning clothsqty 20
Dish brushesqty 4
Hand soap dispensersqty 6
Towelsqty 12
Toilet brushesqty 4

Catering

Groceries

Tips

Set the programme before sending invitations. List each activity, break and meal by time, then check that the number of supervisors and escorts matches the groups moving between locations.
Close registrations early enough to act on the numbers. Use the final participant count to plan meals, seating, activity groups and reusable cups, plates and cutlery rather than estimating on the day.
Collect safety information with the registration details. Dietary requirements, emergency contacts, consent forms and up-to-date contact details should be checked before the programme is handed to supervisors.
Prepare a backup for weather before the week begins. Decide which activities can move indoors, where equipment will go and how you will contact supervisors if the route or schedule changes.
Do a venue and equipment check at least one day before the start. Test speakers, the projector, extension cords and power strips, inflate sports balls, and confirm that tables, chairs, toilets, bins and the registration desk are ready.

Frequently asked questions

How far in advance should I plan an activity week?: Start the main plan at least 6 to 8 weeks before the first day. Aim to have registrations, consent forms, dietary requirements and emergency contacts complete 2 weeks beforehand, leaving the final week for reservations, shopping and equipment checks.
How do I organise meals for an activity week?: Plan meals and breaks after you have a reliable participant count, preferably 2 weeks before the event. Keep a separate list of dietary requirements, and buy non-perishable supplies several days early while collecting fresh produce as close to the first meal as practical.
What safety information do I need for an activity week?: Collect a current contact detail, emergency contact, consent form and dietary information for every participant before activities begin. Give supervisors the programme, route, safety rules and escort assignments before the first day, not during registration.
When should I prepare the equipment for an activity week?: Check all equipment at least 1 day before the event and bring materials to the venue before participants arrive. Test powered items, confirm the sports equipment is usable, and separate daily materials so setup does not delay the morning programme.

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.