How to organize an intro camp from start to finish

An intro camp needs more than a program and a place to sleep. Start by confirming the date, location, participant numbers, dietary requirements, and emergency contacts. Then build the groups, book transport and activities, and prepare the meal, materials, information packs, tents, and sleeping areas in that order. During the final setup, check power, sound, first aid supplies, lighting, and every activity item before participants arrive.

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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
Confirm date and location
2 people
2
Send invitations
2 people
3
Process registrations
2 people
4
Collect dietary requirements
5
Collect emergency contacts
6
Create participant lists
2 people
7
Group participants
3 people
8
Develop the program
3 people
9
Make reservations
10
Coordinate transportation
2 people
11
Check activity materials
2 people
12
Make a shopping list
2 people
13
Do the shopping
3 people
14
Chill drinks
2 people
15
Prepare meal
4 people
16
Label the materials
2 people
17
Assemble info packs
3 people
18
Check first aid supplies
19
Prepare sleeping accommodations
4 people
20
Set up the tents
6 people
21
Set up tables and chairs
4 people
22
Set up the reception desk
2 people
23
Hang decorations
3 people
24
Prepare game materials
3 people
25
Test sound equipment
2 people
26
Check safety route
2 people

Event

27
Receive participants
4 people
28
Register attendance
2 people
29
Bring luggage to sleeping areas
4 people
30
Serve welcome drinks
3 people
31
Explain the house rules
3 people
32
Announce group assignments
3 people
33
Lead icebreaker games
6 people
34
Refill drinks
2 people
35
Distribute snack breaks
3 people
36
Lead team assignments
6 people
37
Set up the dinner buffet
4 people
38
Serve dinner
5 people
39
Serve diet meals
2 people
40
Clear away dishes
4 people
41
Support the evening program
6 people
42
Serve evening snacks
3 people
43
Guide participants to sleeping areas
6 people
44
Carry out evening check
3 people

Aftercare

45
Collect waste
3 people
46
Wash dishes
3 people
47
Take down tents
6 people
48
Clean sleeping areas
4 people
49
Clear tables and chairs
4 people
50
Remove decorations
3 people
51
Clean the venue
5 people
52
Inventory materials
2 people
53
Return borrowed items
2 people
54
Store leftover stock
2 people
55
Register lost and found items
56
Delete participant information

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Picnic benchesqty 6
Party tentsqty 3
Foldable tablesqty 2

Equipment

Coolersqty 4
Extension cordsqty 4
Power stripsqty 4
Portable speakersqty 2
Microphone
Rechargeable lampsqty 8
Power banksqty 4

Sports equipment

Tentsqty 12
Sleeping matsqty 45
Sleeping bagsqty 45
Flashlightsqty 45
Footballsqty 4
Volleyball net
Volleyballsqty 3
Tug of war rope
Conesqty 30
Hoopsqty 10
Blindfoldsqty 12
Water balloonsqty 200
Game cardsqty 4
Whiteboardsqty 3
Markersqty 12

Tableware

Reusable cupsqty 60
Reusable platesqty 60
Cutlery setsqty 60
Pouring jugsqty 8
Thermos flasksqty 4

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving spoonsqty 8
Mixing bowlsqty 6
Frying pansqty 2
Cooking potsqty 4
Gas burnersqty 3
Gas cylindersqty 3

Decorations

Buntingqty 8
Balloonsqty 100
Name badgesqty 60
Paper tapeqty 6

Lighting

String lightsqty 6
Battery lanternsqty 8

Cleaning

Waste binsqty 6
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 12

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the camp. Use the final participant list to create groups, record dietary requirements and emergency contacts, and confirm how many tents, sleeping mats, and sleeping bags are needed.
Finish the program before making reservations or arranging transport. Leave at least 30 minutes between scheduled activities so groups can move, collect materials, and deal with delays without losing the next session.
Prepare food and drinks against the confirmed headcount, then chill the drinks several hours before arrival. Reusable cups, plates, and cutlery are easy to overlook when the focus is on activities and sleeping arrangements.
Set up the reception desk before tents, tables, and decorations are finished. Keep information packs, group lists, markers, and whiteboards there so late arrivals can quickly find their group and schedule.
Test the practical systems on the same day as setup: connect extension cords and power strips, test the portable speakers and microphone, charge power banks, and place rechargeable lamps and flashlights where people will need them. Check first aid supplies before the first activity starts.

Frequently asked questions

How far in advance should I plan an intro camp?: Start planning at least 6 to 8 weeks ahead. Confirm the date and location first, then set a registration deadline about 7 days before arrival so you have time to form groups, arrange transport, shop, and prepare sleeping accommodations.
When should I collect dietary requirements and emergency contacts?: Collect both during registration and close the form at least 7 days before the camp. Review the information against the final participant list before buying food or assembling the information packs.
How much setup time does an intro camp need?: Allow at least 3 to 4 hours for the final setup, depending on the number of tents and activity areas. Put up tents, arrange tables and chairs, prepare the reception desk, check equipment, and test the sound system before participants arrive.
How do I organize activities for different intro camp groups?: Create the groups after registrations close and place the activity sequence in the program. Allow 10 to 15 minutes between activities for movement and material changes, and label game materials so each group can start without waiting.

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.