How to organize a children's day camp

A successful children’s day camp depends on a clear program, accurate registration details and enough time between activities. Start by fixing the date, checking the grounds and deciding how children will move safely through the day. Then collect registrations, dietary requirements, consent forms and emergency contacts before confirming reservations or buying supplies. On the final days, prepare each activity separately, check the forecast and set up registration, food, shade and first-aid equipment before the first child arrives.

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
Set the date and program
2 people
2
Check the venue and grounds
2 people
3
Send invitations
2 people
4
Process registrations
2 people
5
Keep track of the participant list
6
Collect dietary requirements
7
Collect consent forms
2 people
8
Check emergency contacts
2 people
9
Assign escorts
2 people
10
Confirm reservations
11
Check activity materials
2 people
12
Check the weather forecast
13
Adjust the program for the weather
2 people
14
Check the shopping list
2 people
15
Do the shopping
3 people
16
Chill drinks
2 people
17
Prepare snacks
3 people
18
Prepare materials per activity
3 people
19
Set up tables and chairs
4 people
20
Build party tents
4 people
21
Hang decorations
3 people
22
Test sound system
2 people
23
Set up food and drink stations
3 people
24
Lay out first aid and safety equipment
2 people
25
Set up the registration table
2 people
26
Hold a leaders briefing
6 people

Event

27
Welcome and register participants
4 people
28
Hand out wristbands
2 people
29
Welcome and explain the rules
3 people
30
Lead icebreaker games
5 people
31
Guide sports activities
6 people
32
Refill drinks
2 people
33
Serve fruit and snacks
3 people
34
Lead the creative activity
5 people
35
Set up the dinner buffet
4 people
36
Serve dinner
5 people
37
Serve dietary meals separately
2 people
38
Clear tables
4 people
39
Supervise the evening game
6 people
40
Hand out lemonade and water
2 people
41
Supervise the closing activity
5 people
42
Check out participants
4 people
43
Inform parents on departure
3 people

Aftercare

44
Collect waste
3 people
45
Clear tables and chairs
4 people
46
Take down party tents
4 people
47
Wash the dishes and kitchenware
3 people
48
Clean the venue
4 people
49
Inventory materials
2 people
50
Return borrowed materials
2 people
51
Register lost and found items
52
Inform parents about items

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 40
Buffet tablesqty 3
Registration desk
Waste binsqty 6

Tableware

Reusable platesqty 45
Reusable bowlsqty 45
Reusable cupsqty 60
Cutlery setsqty 45
Serving spoonsqty 6
Serving traysqty 6

Kitchen

Coolersqty 4
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Scissorsqty 3
Thermos flasksqty 4

Equipment

Bluetooth speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4

Sports equipment

Footballsqty 4
Basketballsqty 3
Conesqty 20
Skipping ropesqty 10
Hoopsqty 10
Field marker lines

Creative materials

Drawing paperqty 100
Colored pencilsqty 40
Markersqty 40
Paint setsqty 10
Brushesqty 30
Children's apronsqty 20

Safety

First aid kitsqty 2
Flashlightsqty 6
Whistlesqty 6
Wristbandsqty 45

Decorations

Buntingqty 6
Balloonsqty 80
Tableclothsqty 8

Lighting

LED lampsqty 6

Cleaning

Hand brushes and dustpanqty 2
Mopsqty 2
Bucketsqty 3
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the program before sending invitations. Mark start and finish times, activity blocks, meal breaks and transitions, and allow at least 10 minutes between activities for moving groups and resetting materials.
Close registrations early enough to verify every child’s consent form, dietary requirements and emergency contact. Use one participant list at the registration desk and keep a second copy with the assigned escorts.
Prepare sports and creative materials in separate activity sets. Count items such as balls, cones, skipping ropes, hoops, drawing paper and colored pencils the day before, rather than searching for missing supplies during the camp.
Plan food and drinks around the first hour. Chill drinks in coolers, prepare snacks in advance and set out reusable cups, plates and bowls at a clearly marked station; keep serving tools separate from children’s activity materials.
Check the weather forecast 24 hours before the camp and decide what changes if rain or heat is expected. Build party tents, secure tables and chairs, test speakers and the microphone, and place first-aid and safety equipment before registration opens.

Frequently asked questions

How far in advance should I plan a children's day camp?: Set the date and basic program at least 6 to 8 weeks ahead. Close registrations several days before the camp so you have time to check consent forms, emergency contacts, dietary requirements and group assignments.
How many adults do I need for a children's day camp?: Base the number on your local supervision rules and the children’s ages, then assign every group an escort before invitations go out. Keep at least one additional adult available for first aid, registration, toilet breaks or an absent escort.
When should I check the weather for a children's day camp?: Check it 48 hours before the event for planning and again 24 hours before opening. Make the final indoor or outdoor decision no later than the previous evening so you can adjust activities, tents, furniture and materials.
When should I prepare the food and activity materials?: Prepare non-perishable activity materials and label each activity set the day before. Chill drinks and prepare snacks on the morning of the camp, allowing enough time to set up food stations before children arrive.

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.