How to organize an accessible camp

An accessible camp needs more than an accessible venue. Start by registering participants and collecting dietary requirements, care needs, emergency contacts and transport needs before you build the schedule. Then confirm permissions, map the accessible route and assign escorts or chaperones. Plan activities around regular breaks, prepare food and medication information carefully, and finish with a practical venue and weather check. This order prevents last-minute changes that can affect safety, transport or participation.

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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
Invite participants
2 people
2
Register sign-ups
2 people
3
Collect dietary requirements
4
Collect care needs
2 people
5
Collect emergency contacts
6
Check permissions
2 people
7
Inventory transport needs
2 people
8
Prepare transport schedule
2 people
9
Assign escorts
2 people
10
Create activity schedule
3 people
11
Schedule breaks
2 people
12
Check venue accessibility
2 people
13
Mark accessible route
2 people
14
Purchase activity supplies
2 people
15
Check the shopping list
16
Do the shopping
3 people
17
Collect fresh produce
2 people
18
Chill perishable items
2 people
19
Print participant list
20
Print the emergency contact list
21
Check medication instructions
2 people
22
Sort materials by activity
3 people
23
Brief chaperones
3 people
24
Check the weather forecast

Event

25
Open venue
2 people
26
Inspect the grounds safely
3 people
27
Build party tents
4 people
28
Set up tables and chairs
4 people
29
Clear accessible pathways
2 people
30
Set up the rest area
2 people
31
Set up activity stations
5 people
32
Test sound equipment
2 people
33
Prepare the dining area
3 people
34
Prepare lunch
4 people
35
Chill drinks
2 people
36
Set up the registration table
2 people
37
Welcome guides
2 people
38
Register participants
4 people
39
Guide participants to groups
6 people
40
Explain the Program
2 people
41
Facilitate icebreaker activity
6 people
42
Refill drinks
2 people
43
Supervise game activities
8 people
44
Serve snacks
4 people
45
Lead a break moment
4 people
46
Reheat the evening meal
4 people
47
Serve dinner
6 people
48
Serve diet meals
2 people
49
Clear tables
4 people
50
Assist the music activity
5 people
51
Serve evening snacks
3 people
52
Guide participants to departure
6 people
53
Check transport per group
3 people
54
Check for left-behind items
2 people

Aftercare

55
Collect tableware
4 people
56
Sort waste
3 people
57
Clean the kitchen
4 people
58
Clear tables and chairs
4 people
59
Take down party tents
4 people
60
Clean materials
3 people
61
Leave venue spotless
3 people
62
Return borrowed materials
2 people
63
Register lost property
64
Archive participant information
2 people
65
Inform parent contacts
2 people
66
Collect invoices and receipts

What to bring

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

Furniture

Party tentsqty 2
Folding tablesqty 8
Chairsqty 45
Rest chairsqty 6
Picnic benchesqty 4
Waste binsqty 6

Tableware

Reusable platesqty 50
Reusable bowlsqty 50
Disposable cupsqty 60
Mugsqty 45
Cutlery setsqty 50
Serving spoonsqty 8

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 10
Thermos flasksqty 6
Coolersqty 4
Kettlesqty 3

Equipment

Portable speakerqty 2
Microphoneqty 2
Extension cordsqty 4
Power stripsqty 4
Mobile rampsqty 2
Megaphone

Lighting

LED lampsqty 8
String lightsqty 4

Sports equipment

Soft ballsqty 12
Conesqty 20
Hoopsqty 10
Parachute cloth
Game cardsqty 6
Board gamesqty 8

Decorations

Buntingqty 6
Name stickersqty 50
Markersqty 24
Tapeqty 6
Route arrowsqty 20

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom and dustpanqty 3
Glovesqty 12
Hand soap dispensersqty 4
Hand sanitizer pumpsqty 6
First aid kitsqty 2
Fever thermometerqty 2
Flashlightsqty 6

Catering

Groceries

Tips

Collect care needs, medication instructions and emergency contacts during registration, not on arrival. Print the participant and emergency-contact lists so chaperones can use them without relying on a phone or internet connection.
Build the activity schedule only after transport needs and escorts are assigned. Add scheduled breaks between activities, and identify rest chairs or another quiet place before participants arrive.
Walk the venue’s accessible route from the entrance to activity areas, toilets, tables and rest areas. Check ramps, surfaces, door widths, lighting and extension-cord placement at least one day before the camp.
Sort materials by activity before opening the venue. Keep soft balls, cones, hoops, the parachute cloth, game cards and board games together so setup does not delay the first activity.
Check fresh produce, chilled items, drinks and medication instructions close to the start time. A final weather check also tells you whether party tents, LED lamps or an indoor adjustment are needed.

Frequently asked questions

How early should I collect accessibility needs for an accessible camp?: Ask for care needs, dietary requirements, emergency contacts and transport needs when sign-ups open, ideally at least 2 weeks before camp. Send one follow-up reminder 5 to 7 days before the event so changes are still possible.
How many breaks should an accessible camp schedule include?: Plan a short break of 10 to 15 minutes after each 45 to 60 minutes of activity, then allow extra time for transport between areas. Include a longer meal or rest period of at least 30 minutes if the camp runs for several hours.
When should I check the venue accessibility?: Do a physical accessibility check at least 7 days before the camp, then repeat a quick walkthrough on the day itself. Confirm the route, seating, toilets, lighting and cable placement before participants arrive.
When should transport and escorts be assigned?: Prepare the transport schedule and assign escorts at least 5 days before the camp, after registrations have closed or most needs are known. Reconfirm pickup times and emergency contacts 24 hours before departure.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.