How to organise an Easter camp

An Easter camp runs smoothly when you settle the campsite, participants and practical logistics in that order. Start by confirming the date and location, then reserve the site before inviting anyone. Collect registrations, dietary requirements and emergency contacts early enough to build safe group assignments and a workable schedule. In the final days, check tents, cooking equipment and game materials, keep chilled food cold, and plan the arrival flow so luggage and sleeping spaces are ready before the first activity.

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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
Make campsite reservation
3
Create participant list
4
Send invitations
2 people
5
Process registrations
2 people
6
Collect dietary requirements
7
Collect emergency contacts
8
Create the schedule and group assignments
3 people
9
Prepare activities
3 people
10
Check camping equipment
3 people
11
Collect game materials
2 people
12
Check the shopping list
2 people
13
Do the shopping
3 people
14
Store refrigerated goods chilled
2 people
15
Bring materials to the venue
4 people
16
Check site and route
2 people
17
Set up the tents
6 people
18
Set up sleeping accommodations
4 people
19
Set up the kitchen and cooking area
4 people
20
Set up tables and benches
4 people
21
Hang decorations
3 people
22
Set up lunch
3 people

Event

23
Receive participants
3 people
24
Register attendance
2 people
25
Take luggage to the tents
4 people
26
Explain camp rules
2 people
27
Lead the welcome game
4 people
28
Chill drinks
2 people
29
Prepare evening meal
5 people
30
Serve dinner
5 people
31
Refill drinks
2 people
32
Supervise the evening game
5 people
33
Facilitate the campfire
3 people
34
Carry out evening round
3 people
35
Prepare breakfast
4 people
36
Guide the day program
6 people
37
Prepare lunch
4 people
38
Prepare dinner
5 people
39
Hide Easter eggs
3 people
40
Supervise Easter egg hunt
5 people
41
Serve camp breakfast
4 people
42
Serve the Final Lunch
4 people
43
Gather luggage
4 people
44
See participants off
3 people

Aftercare

45
Take down tents
6 people
46
Leave the site clean
4 people
47
Wash dishes and cookware
4 people
48
Collect and remove waste
3 people
49
Return materials
4 people
50
Return borrowed items
2 people
51
Store leftover stock
2 people
52
Leave the venue tidy
2 people

What to bring

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

Furniture

Tents for four peopleqty 9
Party tent
Foldable tablesqty 6
Folding benchesqty 12
Camping chairsqty 12
Storage cratesqty 12

Tableware

Reusable platesqty 40
Reusable bowlsqty 40
Reusable cupsqty 50
Cutlery setsqty 40
Mugsqty 40
Serving plattersqty 8
Serving spoonsqty 8

Kitchen

Gas burnersqty 3
Gas cylindersqty 4
Large cooking potsqty 4
Frying pansqty 2
Cutting boardsqty 4
Chef's knifeqty 4
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 5
Jerry cansqty 6
Measuring cupsqty 3
Kitchen tongsqty 4
Aluminum foilqty 3

Sports equipment

Footballsqty 3
Volleyballsqty 2
Ropesqty 6
Conesqty 20
Scavenger hunt cardsqty 10
Plastic Easter eggsqty 40

Equipment

Bluetooth speakerqty 2
Extension cordsqty 3
Power stripsqty 3

Lighting

LED lampsqty 6
String lightsqty 4
Flashlightsqty 10

Decorations

Easter garlandsqty 6
Easter flagsqty 4

Sleeping gear

Sleeping matsqty 36
Sleeping bagsqty 36
Cushionsqty 36

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Whistlesqty 6

Cleaning

Dishpanqty 3
Reusable dish towelsqty 12
Hand broomsqty 3
Dustpan and brushqty 3
Hand soap dispensersqty 4

Catering

Groceries

Tips

Reserve the campsite before sending invitations, and confirm access times, sleeping arrangements and the route at least 4 weeks before arrival. A reservation alone does not confirm when you can unload or set up.
Set a registration deadline 2 to 3 weeks before camp. Use the final participant list to assign groups, check that every attendee has an emergency contact, and plan around dietary requirements rather than guessing on site.
Finish the programme and group assignments at least 7 days beforehand. Prepare activities for both good and poor weather, and check that footballs, volleyballs, ropes and cones are complete before packing.
Do the main shopping 1 to 2 days before departure, then place refrigerated goods straight into coolers or another chilled storage area. Pack serving items separately from cooking equipment so lunch setup does not depend on finding one box.
Arrive early enough to put up the party tent, tents and sleeping areas before participants arrive. Set out tables, benches, cooking equipment and water containers first; register attendance at arrival and take luggage to the assigned tents immediately.

Frequently asked questions

How far in advance should I plan an Easter camp?: Start 6 to 8 weeks before the camp by confirming the date, location and campsite reservation. Send invitations once the site and basic programme are fixed, and close registrations around 2 to 3 weeks before arrival.
When should I collect dietary requirements and emergency contacts?: Collect both during registration and set a deadline at least 2 weeks before camp. Review the final information 7 days beforehand so meal planning, group assignments and emergency records are complete.
How early should I arrive to set up an Easter camp?: Allow at least 3 to 4 hours before participants arrive for tents, sleeping spaces, the kitchen, tables and the party tent. Add more time if the route is unfamiliar or materials need to be unloaded from several vehicles.
How much cooking and serving equipment does an Easter camp need?: Plan one reusable plate, bowl, cup and cutlery set per participant, plus at least 10% extra for loss or delayed washing. Match the number of large cooking pots, pans, burners, gas cylinders, kettles and coolers to the group size and the number of meals prepared on site.

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