How to organise an Exchange Camp

An Exchange Camp needs more than a programme and a place to sleep. Start by fixing the registration process, participant information and practical limits, then build the schedule around transport, meals and sleeping arrangements. Confirm workshop leaders and group assignments before participants arrive, and check equipment while there is still time to replace missing items. The most common problems happen when allergies, emergency contacts, fresh food and room checks are left until the last 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
Send invitations
2 people
2
Open the registration form
3
Process registrations
2 people
4
Collect dietary requirements
5
Check participant details
2 people
6
Confirm participants
7
Reserve venue
8
Arrange transport
9
Develop the program
3 people
10
Create group assignments
2 people
11
Make the sleeping arrangements
2 people
12
Confirm workshop leaders
2 people
13
Check game materials
2 people
14
Assemble meals
2 people
15
Report allergies
16
Print the program
17
Make name badges
2 people
18
Collect emergency contacts
19
Do the shopping
3 people
20
Buy fresh food
2 people
21
Prepare meals
4 people
22
Pack up materials
3 people
23
Open venue
2 people
24
Check rooms
2 people
25
Set up tables
4 people
26
Set out chairs
3 people
27
Set up the reception table
2 people
28
Hang up decorations
3 people
29
Test sound equipment
2 people
30
Chill drinks
2 people
31
Set up workshop spaces
4 people
32
Set up sleeping areas
4 people
33
Prepare snacks
3 people

Event

34
Staff the registration table
2 people
35
Receive participants
4 people
36
Serve welcome drinks
2 people
37
Lead the introduction game
3 people
38
Lead the workshops
6 people
39
Refill drinks
2 people
40
Serve dinner
5 people
41
Collect tableware
3 people
42
Support cultural presentations
3 people
43
Support the evening activity
4 people
44
Guide the quiet wrap-up
2 people
45
Store leftovers in the fridge
2 people

Aftercare

46
Collect waste
3 people
47
Wash dishes
4 people
48
Clean rooms
4 people
49
Put furniture back
4 people
50
Remove decorations
3 people
51
Count materials
2 people
52
Return borrowed items
2 people
53
Distribute leftover food
2 people
54
Leave the venue tidy
3 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Coat racksqty 4

Tableware

Reusable cupsqty 60
Platesqty 60
Soup bowlsqty 60
Cutlery setsqty 60
Serving plattersqty 12

Kitchen

Cutting boardsqty 6
Chef's knifeqty 6
Large potsqty 4
Coolersqty 4
Thermos flasksqty 4

Equipment

Portable speakersqty 2
Microphoneqty 2
Extension cordsqty 4
Power stripsqty 4
Projector

Decorations

Buntingqty 8
Name badgesqty 60
Markersqty 12
Rolls of tapeqty 6
Tableclothsqty 8

Sports equipment

Footballsqty 4
Volleyballqty 2
Conesqty 30
Skipping ropesqty 10
Game cardsqty 6

Lighting

LED lampsqty 6
String lightsqty 4

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Waste binsqty 6

Catering

Groceries

Tips

Set a registration deadline at least 2–3 weeks before camp starts. Use the form to collect dietary requirements, emergency contacts and participant details together, then confirm places only after checking the information.
Reserve the venue before publishing invitations, and confirm sleeping capacity before accepting the final participants. Make room assignments at least 3 days before arrival so changes do not disrupt transport or the programme.
Build the programme around fixed travel and meal times first. Confirm workshop leaders and prepare group assignments at least 1 week in advance; print the final programme once those details are stable.
Plan food in two stages: buy shelf-stable items early, then buy fresh food 1–2 days before the camp. Report allergies clearly to anyone preparing meals and keep coolers or other cold storage ready for perishable ingredients.
Do an equipment check before opening the venue, including the projector, microphone, speakers, extension cords and power strips. On arrival, check rooms, set up tables and chairs, and keep name badges and markers at the registration point.

Frequently asked questions

How far in advance should I organise an Exchange Camp?: Start planning at least 8–12 weeks ahead if the camp includes transport, accommodation and workshops. Open registration once the venue, dates and basic programme structure are confirmed.
When should Exchange Camp registration close?: Close registration 2–3 weeks before the camp begins. This leaves time to process registrations, check participant details, collect allergies and emergency contacts, and make sleeping arrangements.
How do I organise meals for an Exchange Camp?: Plan menus after collecting dietary requirements, then buy non-perishable food early and fresh food 1–2 days before the event. Prepare a separate, visible allergy overview for the people assembling and serving meals.
When should I prepare the Exchange Camp programme?: Create the first programme draft 2–3 weeks before the camp and confirm workshop leaders at least 1 week beforehand. Print the final version only after transport, group assignments and meal times are fixed.

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