How to organise a three-day Easter camp

Start by fixing the camp date and location, then secure overnight accommodation and transport before inviting anyone. Build the three-day programme around arrival, meals, activities and sleeping arrangements, with named escorts and emergency contacts recorded for every participant. Registrations should include dietary requirements and contact details, not just a headcount. During the final week, check activity materials, groceries and sleeping layouts; on arrival day, set up reception before participants and luggage come in.

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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
Confirm camp date and location
2 people
2
Reserve overnight accommodation
3
Arrange transportation for participants
2 people
4
Create a three-day program
3 people
5
Record escorts and contact details
6
Send invitations
2 people
7
Process registrations
2 people
8
Collect dietary requirements
9
Collect contact details and emergency numbers
2 people
10
Create the room and tent layout
2 people
11
Check game materials
2 people
12
Plan meals and groceries
2 people
13
Prepare activities
3 people
14
Make Easter decorations
3 people
15
Order groceries
2 people
16
Collect materials
2 people
17
Do the shopping
3 people
18
Check fresh produce
2 people
19
Prepare meals
3 people
20
Make packing boxes per activity
2 people

Event

21
Open venue
2 people
22
Set up tents and sleeping areas
5 people
23
Set up the reception desk
2 people
24
Receive participants
4 people
25
Bring luggage to sleeping areas
4 people
26
Explain the house rules and program
3 people
27
Lead the introduction game
4 people
28
Distribute afternoon drinks
2 people
29
Supervise outdoor game
5 people
30
Prepare evening meal
4 people
31
Serve dinner
4 people
32
Refill drinks
2 people
33
Host the Easter quiz
3 people
34
Supervise the evening game
5 people
35
Hand out evening snack
2 people
36
Help with toothbrushing and bedtime
4 people
37
Prepare breakfast
3 people
38
Serve breakfast
4 people
39
Lead the morning warm-up
3 people
40
Guide the Easter egg hunt
6 people
41
Prepare lunch
4 people
42
Serve lunch
4 people
43
Supervise afternoon activities
6 people
44
Lead the campfire evening
5 people
45
Prepare breakfast and lunch
4 people
46
Guide the camp closing
3 people
47
Take down the sleeping spaces
5 people
48
Gather luggage
4 people
49
See participants off
4 people

Aftercare

50
Sort materials
3 people
51
Collect and sort waste
3 people
52
Clean the kitchen and dining area
4 people
53
Clean the restrooms
2 people
54
Leave venue spotless
3 people
55
Return borrowed materials
2 people
56
Store leftover food
2 people

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 50
Coat racksqty 4
Storage binsqty 12
Tentsqty 10
Sleeping matsqty 48
Cushionsqty 48
Blanketsqty 48

Tableware

Reusable platesqty 60
Reusable bowlsqty 60
Reusable cupsqty 70
Knivesqty 60
Forksqty 60
Spoonsqty 60
Serving spoonsqty 8

Kitchen

Cooking potsqty 4
Cutting boardsqty 4
Chicken thighsqty 4
Thermos flasksqty 4
Coolersqty 4
Kettlesqty 2

Equipment

Portable speakersqty 2
Extension cordsqty 4
Rechargeable lampsqty 8

Decorations

Easter flagsqty 4
Easter tableclothsqty 8
Colored ribbonsqty 6

Sports equipment

Footballsqty 4
Korfballsqty 4
Frisbeesqty 6
Conesqty 30
Skipping ropesqty 10
Blindfoldsqty 12
Egg spoonsqty 20
Plastic eggsqty 80
Easter eggsqty 100
Ropeqty 2

Cleaning

Waste binsqty 6
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 6

Catering

Groceries

Tips

Reserve accommodation and transport before sending invitations. You need a confirmed place to sleep and a realistic travel plan before registrations can be processed.
Set a registration deadline at least 10 days before camp. Use it to collect dietary requirements, parent or guardian contact details, emergency numbers and escort information.
Finish the room and tent layout before arrival day. Mark where each participant sleeps and keep mats, cushions and blankets together so luggage does not block the reception area.
Pack materials into one box per activity two or three days beforehand. This prevents sports equipment, craft supplies and portable speakers from being scattered across storage bins.
Plan food in the same three-day schedule as the activities. Check fresh produce on the final shopping day, keep chilled items in coolers and prepare meals only after the kitchen setup is complete.

Frequently asked questions

How far in advance should I plan an Easter camp?: Fix the date, location, accommodation and transport at least 6 to 8 weeks ahead. Set the registration deadline around 10 days before departure so you still have time to adjust meals, sleeping areas and activity groups.
What information should I collect for an Easter camp?: Collect each participant’s registration, dietary requirements, contact details, emergency number and assigned escort. Close the information check at least 10 days before camp and keep the final list at reception.
How do I organise sleeping arrangements for an Easter camp?: Create the room and tent layout before the final week, then assign every participant a sleeping place. Set up tents or sleeping areas before arrival and keep sleeping mats, cushions and blankets together rather than unpacking them from individual luggage.
When should I prepare food for a three-day Easter camp?: Plan meals and groceries before the camp week, order or buy shelf-stable items first and check fresh produce on the final shopping day. Prepare each meal close to serving time, while keeping chilled food in coolers until it is needed.

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.