How to organise Bergkamp from start to finish

Organising Bergkamp means coordinating people, activities and an overnight stay without leaving safety or practical details until the last day. Start by fixing the date and programme, then build the participant list and collect the information needed for groups, escorts and emergencies. Once registrations are settled, confirm reservations, inspect camping equipment and prepare food logistics. The final week is for weather checks, printing lists, packing materials and sending clear participant information.

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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
Set the date and program
2 people
2
Create participant list
3
Send invitations
2 people
4
Process registrations
5
Send reminder to no-shows
6
Collect dietary requirements
7
Collect medical information
8
Check emergency contacts
9
Check consent forms
2 people
10
Assign escorts
2 people
11
Create group assignments
2 people
12
Develop the activity program
3 people
13
Confirm reservations
14
Check the weather forecast
15
Set up bad weather program
2 people
16
Inventory materials
2 people
17
Purchase missing supplies
2 people
18
Check tents and sleeping gear
3 people
19
Check first aid kit
20
Send participant information
21
Pick up groceries
3 people
22
Sort non-perishable groceries
2 people
23
Keep chilled products cool
2 people
24
Prepare participant badges
2 people
25
Print program and group lists
26
Prepare materials per activity
4 people
27
Check the grounds and restroom facilities
2 people
28
Set up the tents
6 people
29
Set up sleeping accommodations
4 people
30
Set up tables and benches
4 people
31
Put up the information board
2 people
32
Set out game materials
4 people
33
Set up the dining area
3 people
34
Chill drinks
2 people
35
Set out lunch and snacks
3 people
36
Hold a leaders briefing
8 people
37
Set up the registration table
2 people

Event

38
Receive participants
4 people
39
Register attendance
2 people
40
Hand out badges
2 people
41
Assign sleeping places
3 people
42
Give the welcome and safety briefing
2 people
43
Lead the group game
6 people
44
Hand out water and snacks
3 people
45
Guide sports activities
6 people
46
Refill drinks
2 people
47
Prepare dinner
5 people
48
Serve dinner
5 people
49
Serve dietary meals separately
2 people
50
Clear tables
4 people
51
Support the evening activity
6 people
52
Serve hot drinks
3 people
53
Restock drinks and snacks
2 people
54
Lead the evening closing
3 people
55
Explain the night rules
2 people
56
Guide participants to the tents
6 people
57
Conduct a site round
2 people

Aftercare

58
Collect waste
4 people
59
Wash dishes and cookware
4 people
60
Take down tables and benches
4 people
61
Take down tents
6 people
62
Air out sleeping gear
4 people
63
Clean the grounds
5 people
64
Clean the restrooms
3 people
65
Sort leftover food
2 people
66
Count and check materials
3 people
67
Return borrowed materials
2 people
68
Wash laundry and cloths
2 people
69
Register lost and found items
70
Return lost property
71
Share participant photos securely

What to bring

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

Furniture

Tablesqty 6
Folding benchesqty 8
Chairsqty 12
Registration desk
Waste binsqty 6
Clothing rackqty 2
Storage cratesqty 12
Coolersqty 4
Party tentsqty 2
Camping tablesqty 2

Camping

Four-person tentsqty 12
Sleeping matsqty 48
Sleeping bagsqty 48
Cushionsqty 48
Night lightsqty 12
Flashlightsqty 12
Herringqty 96
Guy ropesqty 24
Ground tarpsqty 12
Rain coversqty 12

Tableware

Reusable cupsqty 60
Platesqty 60
Bowlsqty 60
Knivesqty 60
Forksqty 60
Spoonsqty 60
Coffee potsqty 3
Pitchersqty 4

Kitchen

Cooking potsqty 4
Frying pansqty 2
Cutting boardsqty 4
Chef's knifeqty 4
Serving spoonsqty 6
Mixing bowlsqty 4
Measuring cupsqty 2
Kitchen lightersqty 3

Equipment

Gas stovesqty 4
Gas cylindersqty 4
Extension cordsqty 4
Power stripsqty 4

Lighting

LED lampsqty 8
String lightsqty 4
Batteriesqty 24

Sports equipment

Footballsqty 4
Volleyballqty 2
Basketballsqty 2
Frisbeesqty 6
Conesqty 30
Relay batonsqty 12
Skipping ropesqty 12
Blindfoldsqty 12
Water balloonsqty 200

Safety

First aid kitsqty 2
Emergency blanketsqty 10
Whistlesqty 8
Safety scissors, no pocketknifeqty 4

Communication

Walkie-talkiesqty 8
Megaphone
Power banksqty 8

Decorations

Name badgesqty 60
Markersqty 20
Tapeqty 6
Ropeqty 100
Buntingqty 8
Whiteboardsqty 3
Whiteboard markersqty 12

Cleaning

Bucketsqty 4
Spongesqty 12
Dish brushesqty 4
Mop setsqty 2
Hand broomsqty 4
Dustpan and brushqty 2
Clotheslinesqty 2

Catering

Groceries

Tips

Set the date and programme before sending invitations. Allow at least two weeks for registrations, then use the final participant list to create groups, assign escorts and plan quantities.
Collect dietary requirements, medical information, emergency contacts and consent forms during registration—not at arrival. Check every missing response at least seven days before Bergkamp.
Inspect four-person tents, sleeping mats, sleeping bags, ground tarps, guy ropes, rain covers, flashlights and night lights before packing. Replace or repair missing items no later than three days before departure.
Prepare a bad-weather programme before checking the forecast. Party tents and indoor alternatives help, but also confirm where wet clothing, camping gear and chilled food will be stored.
Keep chilled groceries in coolers from collection until serving, and separate non-perishable items in labelled crates. Print the programme, group lists and participant badges before setup so registration does not become a bottleneck.

Frequently asked questions

How far in advance should I organise Bergkamp?: Start at least six weeks before the event. Use the first two weeks for the date, programme and invitations, and aim to close registrations at least 14 days before Bergkamp.
When should I finalise the participant groups?: Finalise groups and escort assignments after registrations close, ideally 7 to 10 days before Bergkamp. This gives you time to resolve medical, consent or emergency-contact gaps.
How early should I check the camping equipment?: Inventory tents and sleeping gear at least one week before the event, then complete a final packing check three days beforehand. Test flashlights and check that every tent has its ground tarp, guy ropes and rain cover.
When should I check the weather and activate the backup plan?: Check the forecast seven days before Bergkamp and again 48 hours before the start. Make the final decision about the bad-weather programme no later than 24 hours in advance, then inform participants and staff.

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.