How to organise an inclusion camp

An inclusion camp needs more than a programme and a venue. Start by confirming an accessible location and written reservation, then build the activity plan around participants’ abilities, supervision and scheduled breaks. Registration is where key information comes together: collect consent forms, dietary requirements, medical considerations and emergency contacts before creating groups. In the final week, prepare materials, food, signs and a printed run sheet so staff can focus on participants rather than last-minute decisions.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Confirm date and location
2 people
2
Confirm reservation in writing
3
Check the venue’s accessibility
2 people
4
Put together the activity program
3 people
5
Schedule breaks
2 people
6
Invite supervisors and volunteers
2 people
7
Send invitations
2 people
8
Process registrations
2 people
9
Collect consent forms
2 people
10
Collect dietary requirements
11
Collect medical considerations
2 people
12
Check emergency contacts
2 people
13
Create participant groups
2 people
14
Match supervisors with participants
2 people
15
Adapt activities to abilities
3 people
16
Make material reservations
17
Make a shopping list
2 people
18
Create the marshal schedule
2 people
19
Print the run sheet
20
Send participant information
2 people
21
Check the weather forecast
22
Do the shopping
3 people
23
Collect materials
3 people
24
Sort groceries
2 people
25
Lay out participant lists
2 people
26
Prepare name stickers
2 people

Event

27
Open venue
2 people
28
Set up tables and chairs
4 people
29
Set up the rest area
2 people
30
Set up activity corners
4 people
31
Clear accessible walkways
2 people
32
Hang decorations
3 people
33
Test sound and lighting
2 people
34
Chill drinks
2 people
35
Prepare snacks
3 people
36
Mark allergens on food
2 people
37
Welcome guides
2 people
38
Brief chaperones
3 people
39
Set up the registration table
2 people
40
Receive participants
4 people
41
Hand out name stickers
2 people
42
Guide groups to activities
6 people
43
Lead the welcome game
4 people
44
Lead the creative activity
4 people
45
Guide a sports activity
5 people
46
Refill drinks
2 people
47
Lead a break moment
3 people
48
Serve fruit and snacks
3 people
49
Host the game circuit
6 people
50
Set tables for dinner
4 people
51
Serve dinner
5 people
52
Serve diet meals
2 people
53
Refill drinks
2 people
54
Take tableware to the dishwashing station
3 people
55
Assist the music activity
4 people
56
Host the light show
3 people
57
Serve evening snacks
3 people
58
Lead the closing game
5 people
59
Guide participants to the starting point
5 people
60
Safely hand over participants
3 people
61
Collect lost items
2 people

Aftercare

62
Remove food and waste
3 people
63
Wash dishes
3 people
64
Clear tables and chairs
4 people
65
Clear away activity materials
3 people
66
Clean the venue
4 people
67
Dispose of waste separately
2 people
68
Register lost and found items
69
Return lost and found items
2 people
70
Return materials
3 people
71
Store leftovers safely
2 people
72
Thank participants
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Beer tablesqty 4
Rest benchesqty 4
Waste binsqty 6
Clothes racksqty 2
Storage binsqty 8

Tableware

Reusable cupsqty 60
Platesqty 60
Soup bowlsqty 50
Forksqty 60
Knivesqty 60
Spoonsqty 60
Serving bowlsqty 10
Pouring jugsqty 8

Decorations

Buntingqty 8
Tableclothsqty 8
Name stickersqty 60
Waterproof markersqty 12
Directional signsqty 12
Paper garlandsqty 6

Equipment

Bluetooth speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4
Speaker standsqty 2

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Serving spoonsqty 8
Serving tongsqty 6
Thermos flasksqty 6
Kettlesqty 2
Induction hobsqty 2
Large potsqty 3
Measuring cupsqty 2

Sports equipment

Soft ballsqty 12
Conesqty 20
Hoopsqty 10
Parachute cloth
Tug of war rope
Bean bagsqty 20
Yoga or relaxation matsqty 12
Blindfoldsqty 10
Bubble solutionqty 6
Sidewalk chalkqty 12
Craft table runnersqty 6
Colored pencilsqty 40
Markersqty 30
Scissorsqty 15
Glue sticksqty 20
Colored paperqty 300
A3 drawing paperqty 100
Beadsqty 500
Elastic cordqty 4
Painter's tapeqty 8

Lighting

LED lampsqty 8
String lightsqty 4
Flashlightsqty 8

Cleaning

Bucketsqty 4
Microfiber clothsqty 12
Dish brushesqty 4
Hand soap dispensersqty 4
Disinfectant sprayqty 4
Hand sanitizerqty 6
Toilet brushesqty 2

Catering

Groceries

Tips

Check accessibility in person or with detailed measurements before confirming the venue. Look at entrances, toilets, activity areas, storage and quiet spaces rather than relying on a general accessibility statement.
Set a registration deadline at least 7 days before camp starts. Use the final list to create participant groups, match supervisors and identify adaptations for each activity.
Build breaks into the programme from the beginning. A practical starting point is a 10–15 minute break after each active block, with rest benches or a quieter area available.
Send participant information no later than 3 days before the camp. Include arrival instructions, what to bring, meal information, contact details and any changes caused by the weather forecast.
Prepare the site before participants arrive: put out name stickers, directional signs, participant lists, tables and waste bins, and test the microphone, speakers, extension cords and power strips before the opening session.

Frequently asked questions

How far in advance should I organise an inclusion camp?: Start confirming the date, location and supervisors at least 8–12 weeks ahead. Set the registration deadline about 7 days before camp so there is time to review consent, medical and dietary information.
How do I make an inclusion camp accessible?: Check the entrance, toilets, activity spaces, seating, storage and emergency routes before booking. Ask participants about specific needs during registration and adapt activities at least 3 days before the camp.
When should I collect consent forms and medical information?: Request consent forms, dietary requirements, medical considerations and emergency contacts with the invitation. Review the completed information 5–7 days before camp and keep the final participant list available to supervisors.
How many breaks should an inclusion camp programme include?: Plan a 10–15 minute break after each active programme block, and add longer meal or rest periods as needed. Keep a quiet space available throughout the day rather than limiting rest to scheduled breaks.

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.

Organize this event for free with Lizzt

Organize for free and invite your contacts!