How to organize a volleyball camp

A volleyball camp runs smoothly when administration, sport and catering are planned in that order. Start by securing the venue, then collect registrations, permissions, emergency contacts and dietary requirements before building teams and the match schedule. In the final week, check every ball, net and field marking, prepare participant information, and pack equipment by function. On the day, allow time to inspect the sports floor, set up the hall and dining area, and chill drinks before participants arrive.

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
Reserve the sports venue
2
Send invitations
2 people
3
Process registrations
2 people
4
Collect permissions
2 people
5
Register emergency contacts
2 people
6
Collect dietary requirements
2 people
7
Create the participant list
2 people
8
Develop the program
2 people
9
Assign teams
2 people
10
Create the match schedule
2 people
11
Check sports equipment
2 people
12
Purchase missing materials
2 people
13
Do the shopping
3 people
14
Send participant information
15
Send route and parking tips
16
Print competition cards
17
Make name badges
2 people
18
Prepare fruit and snacks
3 people
19
Chill drinks
2 people
20
Prepare pasta ingredients
3 people
21
Pack the equipment cases
3 people
22
Check location and access
2 people

Event

23
Check the sports floor and fields
2 people
24
Set up the hall and dining area
6 people
25
Set up nets and field lines
4 people
26
Set up registration desk
2 people
27
Receive participants
3 people
28
Explain the schedule and safety rules
2 people
29
Lead the warm-up
3 people
30
Train volleyball technique
5 people
31
Serve drinks and fruit
3 people
32
Refill drinks
2 people
33
Support form groups
5 people
34
Cook pasta and make salad
4 people
35
Set up the dinner buffet
4 people
36
Serve dinner
5 people
37
Supervise the tournament
6 people
38
Supervise the evening game
4 people
39
Provide the final snack round
2 people
40
Ensure participants leave safely
3 people

Aftercare

41
Gather sports equipment
4 people
42
Clear the dining area
4 people
43
Wash dishes
3 people
44
Collect waste
3 people
45
Clean the room
4 people
46
Check and clean the restrooms
2 people
47
Store materials dry and complete
3 people
48
Return borrowed materials
2 people
49
Clear away leftover groceries
2 people
50
Register lost and found items
51
Inform participants about found items

What to bring

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

Sports equipment

Volleyballqty 12
Training volleyballqty 6
Netqty 2
Mesh antennaqty 4
Field marking tapeqty 4
Marker coneqty 30
Coordination ladderqty 4
Team bibqty 40
Whistleqty 6
Scoreboardqty 4
Ball bagqty 4
Balloon pumpqty 2
Spare valveqty 20

Furniture

Folding tableqty 6
Chairqty 40
Benchqty 6
Cool boxqty 4
Waste binqty 4

Catering

Reusable cupqty 45
Reusable plateqty 45
Cutlery setqty 45
Pitcherqty 6
Serving platterqty 8
Serving tongsqty 4
Serving trayqty 4
Groceries

Kitchen

Cutting boardqty 3
Kitchen knifeqty 4
Cooking potqty 3
Colanderqty 2
Kettleqty 2
Thermosqty 3

Equipment

Changing room clockqty 2
Clipboardqty 6
Pensqty 20
First aid kit

Cleaning

Broomqty 2
Mopqty 3
Bucketqty 3
Microfiber clothqty 12
Hand brush and dustpanqty 2

Tips

Reserve the sports venue before opening registrations, and confirm access times, changing rooms, the sports floor and available fields in writing. A late access start can disrupt both setup and the first training session.
Close registrations early enough to create a reliable participant list. Send permission forms, emergency-contact requests and dietary questions together, then leave at least 3 days to follow up with missing responses.
Build teams only after registrations and special requirements are checked. Prepare the match schedule and competition cards at least 2 days ahead, with spare time for late arrivals or an uneven number of players.
Do a complete equipment check 3 to 5 days before camp. Count volleyballs and training balls, inspect nets, mesh antennas, field marking tape and spare valves, and buy missing materials before packing the equipment cases.
Treat food and drinks as a separate setup block. Prepare fruit and snacks, chill drinks and cook pasta ingredients in advance; set out reusable cups, plates and cutlery only after the sports area is ready.

Frequently asked questions

How far in advance should I plan a volleyball camp?: Start venue planning and invitations at least 6 to 8 weeks before the camp. Close registrations several days before creating teams and the final match schedule.
When should I collect volleyball camp permissions and emergency contacts?: Request both when participants register, not during check-in. Set a deadline at least 7 days before the camp and follow up with anyone who has not responded after 3 days.
How many volleyballs do I need for a volleyball camp?: Plan at least 1 usable ball per active court, plus training balls for drills and at least 1 spare. Check and inflate them 3 to 5 days before the camp so missing equipment can still be replaced.
When should I send the participant information?: Send the schedule, route and parking tips, arrival time, equipment notes and food information 3 to 5 days before the camp. This gives participants time to ask questions and lets you correct errors before the day itself.

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.