How to organise an art camp without last-minute chaos

Organising an art camp means coordinating a programme, workshop leaders, participants, materials, meals and safety at the same time. Start with the venue and programme, then confirm leaders before opening registrations. During registration, collect dietary requirements, permissions and reliable contact details—not just names. The final week is for assigning groups, checking supplies and preparing worksheets; the final morning is for workstations, materials and sign-in, not shopping for missing basics.

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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
Reserve venue
2
Put together the art program
2 people
3
Confirm workshop leaders
4
Draw up safety rules
2 people
5
Send invitations
2 people
6
Process registrations
7
Collect dietary requirements
8
Collect permissions
9
Check contact details
10
Print participant list
11
Create group assignments
2 people
12
Set up workstations
2 people
13
Check material stock
2 people
14
Order missing supplies
15
Coordinate meals
16
Check the shopping list
2 people
17
Do the shopping
2 people
18
Sort materials
3 people
19
Prepare worksheets
2 people
20
Compile music list
21
Fill coolers
2 people
22
Open venue
2 people
23
Set up tables and chairs
4 people
24
Set up workstations
4 people
25
Set out materials for each group
4 people
26
Hang decorations
2 people
27
Test sound system
28
Set up the registration table
2 people
29
Prepare coffee and tea
2 people
30
Set up reception table
2 people

Event

31
Register participants
2 people
32
Inform parents
2 people
33
Explain the program
34
Explain safety rules
35
Lead the painting workshop
3 people
36
Restock Supplies
2 people
37
Keep worktables clean
2 people
38
Serve break drinks
2 people
39
Serve a snack
2 people
40
Guide drawing and printmaking
3 people
41
Refill drinks
42
Let artworks dry
2 people
43
Set up the dinner buffet
3 people
44
Serve dinner
4 people
45
Collect tableware
2 people
46
Lead the evening workshop
3 people
47
Display projects
3 people
48
Photograph artworks
2 people
49
Guide the presentation moment
2 people
50
Have parents pick up
2 people
51
Check attendance at departure
2 people

Aftercare

52
Store leftover materials safely
3 people
53
Collect waste
3 people
54
Clear tables and chairs
4 people
55
Wash dishes
3 people
56
Clean workspaces
4 people
57
Check toilets
58
Switch off equipment
59
Lock up the venue
2 people
60
Return materials
2 people
61
Return borrowed items
62
Share photos with parents
63
Return found items

What to bring

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

Furniture

Tablesqty 8
Chairsqty 36
Buffet tableqty 2
Registration desk
Drying racksqty 4

Tableware

Reusable platesqty 40
Reusable bowlsqty 40
Reusable cupsqty 50
Reusable cutleryqty 50
Serving spoonsqty 6
Serving plattersqty 8

Equipment

Bluetooth speaker
Extension cordsqty 4
Power stripsqty 4
Kitchen timerqty 2

Kitchen

Coolersqty 3
Cutting boardsqty 4
Chef's knivesqty 4
Bread knivesqty 2
Kettlesqty 2
Thermos flasksqty 3
Coffee filters

Art supplies

Drawing paperqty 200
Watercolor paperqty 60
Canvas clothsqty 36
Sketchbooksqty 36
Pencilsqty 40
Colored pencilsqty 12
Wax crayonsqty 12
Markersqty 12
Watercolor paint setsqty 12
Poster paint setsqty 12
Brushesqty 48
Mixing palettesqty 24
Water potsqty 24
Paint palettesqty 12
Apronsqty 36
Protective filmqty 4
Table easelsqty 12
Scissorsqty 24
Glue Sticksqty 36
Tapeqty 8
Rulersqty 12
Ink padsqty 12
Foam stampsqty 36
Clay matsqty 12
Modeling clayqty 36
Sculpting toolsqty 12
Clothespinsqty 100
Clotheslineqty 2
Name stickersqty 50
Worksheet foldersqty 36
Cardboardqty 50
Colored paperqty 200

Decorations

Paper garlandsqty 6
Presentation boardsqty 6
Poster puttyqty 4
Tableclothsqty 8
Arrows and signsqty 12

Lighting

String lightsqty 4
Battery lampsqty 6

Cleaning

Bucketsqty 4
Spongesqty 12
Cleaning clothsqty 24
Broom and dustpanqty 2
Mop setsqty 2
Waste binsqty 6

Catering

Groceries

Tips

Book the venue before confirming the programme, and check that it has enough tables, chairs, power outlets and space for drying racks. Allow at least 60 minutes before arrival to set up the registration desk and workstations.
Confirm workshop leaders before sending invitations. Give each leader a written timetable, group size and safety rules, and keep one backup activity ready in case a session finishes early.
Close registrations early enough to print a participant list and create group assignments. A practical cut-off is 5–7 days before camp, leaving time to check contact details, permissions and dietary requirements.
Count art materials by group, not only by participant. Prepare separate sets of drawing paper, watercolor paper, sketchbooks, pencils and markers, then order missing supplies at least 7 days before the first session.
Plan meals and drinks alongside the timetable. Check the shopping list 2–3 days beforehand, fill coolers before participants arrive, and keep kettles, thermos flasks and reusable tableware together in one serving area.

Frequently asked questions

How far in advance should I plan an art camp?: Start planning at least 8–12 weeks ahead, especially if you need to reserve a venue and confirm workshop leaders. Open registrations only after the programme, dates and safety rules are stable.
When should I order art supplies for an art camp?: Check stock when registrations close and order missing supplies at least 7 days before camp. Sort materials into group sets 1–2 days before the first workshop so setup does not depend on a last-minute delivery.
How do I organise groups for an art camp?: Create groups after registration closes, ideally 5–7 days before camp. Use the final participant list, age or skill requirements and workshop capacity, then place each group’s materials at its assigned workstation.
What should be ready before an art camp starts?: Arrive at least 60 minutes early to open the venue, set up tables and chairs, check power strips and extension cords, prepare workstations and place materials for each group. Keep the printed participant list and registration desk ready before the first arrival.

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.