How to organise an art camp from first idea to final cleanup

An art camp runs smoothly when the creative work is planned before you start ordering supplies. Choose the themes and workshops first, then build a day programme with realistic time for arrivals, transitions, snacks and presentations. Registration details, parent information and dietary requirements should be collected early, while materials are sorted by workshop before participants arrive. Use the final setup period to prepare tables, supplies and the registration desk rather than trying to solve programme problems on the day.

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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
Choose art themes and workshops
2 people
2
Develop the day programme
2 people
3
Write workshop instructions
2 people
4
Create a registration form
5
Send invitations
2 people
6
Process registrations
7
Collect dietary requirements
8
Check contact details
9
Send parent information
10
Assign volunteers
2 people
11
Make reservations
12
Order materials
2 people
13
Prepare name stickers
14
Print worksheets
15
Set up work tables
2 people
16
Sort materials by workshop
2 people
17
Do the shopping
2 people
18
Chill drinks
19
Prepare snacks
3 people

Event

20
Open venue
2 people
21
Set up work tables and chairs
4 people
22
Prepare art supplies
3 people
23
Hang up decorations
2 people
24
Set up the registration table
2 people
25
Receive participants
3 people
26
Facilitate icebreaker activity
3 people
27
Lead the painting workshop
4 people
28
Refill drinks
29
Serve snacks
2 people
30
Guide drawing and illustration
4 people
31
Serve dinner
4 people
32
Collect tableware
2 people
33
Lead the cutting and pasting workshop
4 people
34
Let artworks dry
2 people
35
Set up mini exhibition
3 people
36
Present artworks
3 people
37
Check out participants
3 people
38
Collect leftover materials
2 people

Aftercare

39
Wipe down work tables
3 people
40
Wash dishes
2 people
41
Collect waste
2 people
42
Clean the floors
2 people
43
Take down decorations
2 people
44
Pack artworks
2 people
45
Store leftover food
46
Store materials clean and dry
2 people
47
Return borrowed materials
2 people
48
Set out lost property

What to bring

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

Furniture

Work tablesqty 8
Chairsqty 36
Registration desk
Coat racksqty 2

Equipment

Coolersqty 3
Kettlesqty 2
Coffee maker
Bluetooth speaker
Extension cordsqty 4
Power stripsqty 4

Lighting

Atmosphere lightsqty 6

Tableware

Reusable cupsqty 45
Platesqty 40
Bowlsqty 40
Cutlery setsqty 40
Serving plattersqty 6

Kitchen

Cutting boardsqty 3
Chef's knifeqty 2
Scissorsqty 6
Measuring cupsqty 2
Serving tongsqty 4

Decorations

Name stickersqty 45
Colorful garlandsqty 8
Artist canvasesqty 6
Clothespinsqty 60
Presentation boardsqty 6

Art supplies

Acrylic paint setsqty 12
Brush setsqty 18
Drawing pencilsqty 36
Colored pencil setsqty 12
Markersqty 12
Crayonsqty 12
Mixing palettesqty 12
Water cupsqty 24
Sketchbooksqty 36
Watercolor paperqty 100
Colored paperqty 200
Cardboard sheetsqty 80
Painting canvasesqty 36
Glue Sticksqty 36
Children's cornersqty 24
Apronsqty 36
Protective coversqty 10
Drying racksqty 4

Cleaning

Bucketsqty 4
Spongesqty 12
Cleaning clothsqty 20
Waste binsqty 6

Catering

Groceries

Tips

Plan each workshop in blocks of 45–90 minutes, with at least 10 minutes between blocks for changing tables, washing brushes and explaining the next activity. Include arrival, snack and presentation time in the programme.
Write workshop instructions before buying materials. For every activity, note the steps, drying time, table arrangement and one alternative in case a material runs out or a child finishes early.
Close registration with enough time to check contact details, dietary requirements and parent information. A practical deadline is 5–7 days before camp, leaving time to adjust groups and prepare name stickers.
Assign volunteers to specific jobs rather than simply asking for general help. Cover registration, workshop support, snacks, transitions and cleanup, and give each person the programme and emergency contact information before the day.
Sort acrylic paints, brushes, pencils, canvases and worksheets into workshop sets the day before. Set up work tables and chairs with clear space for drying artwork, and test extension cords, power strips and the speaker before participants arrive.

Frequently asked questions

How far in advance should I plan an art camp?: Start planning at least 6–8 weeks ahead if you need registrations, volunteers, reservations and ordered art supplies. Finalise the programme and workshop instructions around 3 weeks before the camp, then use the last week for confirmations and packing.
How long should an art camp workshop last?: For most children, allow 45–90 minutes per workshop, depending on the technique and age group. Add a 10-minute transition between activities so participants can clean brushes, change materials and hear the next instructions without rushing.
When should I send parent information for an art camp?: Send the main parent information immediately after registration, then send a final reminder 3–5 days before the camp. Include arrival and pickup details, clothing advice, dietary arrangements, what participants should bring and a contact number for the day.
When should I prepare the art supplies?: Order or buy the main supplies at least 1–2 weeks before the camp and check the quantities against the registrations. Sort materials by workshop the day before, while drinks can be chilled and tables, chairs and the registration desk set up on the morning.

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