How to organize an intro camp without last-minute chaos

An intro camp needs more than a program and a place to sleep. Start by fixing the date, venue and participant registration, then use the final attendee list to arrange rooms, groups, transport and food. Most problems appear when dietary requirements, emergency contacts or equipment are collected too late. Work backwards from arrival day and set deadlines for every decision, purchase and message so the reception desk, sleeping areas and activities are ready before the first 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
Open participant registration
2 people
3
Send invitations
2 people
4
Process registrations
2 people
5
Collect dietary requirements
2 people
6
Check contact details
2 people
7
Collect emergency contacts
2 people
8
Create room assignments
3 people
9
Create group assignments
3 people
10
Finalize the program
3 people
11
Confirm reservations
2 people
12
Organize transport
2 people
13
Prepare activities
4 people
14
Create a music playlist
2 people
15
Make a shopping list
3 people
16
Mark allergies
2 people
17
Do the shopping
4 people
18
Collect materials
4 people
19
Label the materials
3 people
20
Store food chilled
3 people
21
Send participant information
2 people
22
Check the venue
3 people
23
Set up the reception desk
3 people
24
Prepare sleeping areas
5 people
25
Set up tables and chairs
5 people
26
Hang decorations
3 people
27
Set up activities
5 people
28
Chill drinks
3 people
29
Prepare registration materials
2 people
30
Brief the welcome team
4 people

Event

31
Receive participants
5 people
32
Register attendance
3 people
33
Distribute keys and rooms
3 people
34
Run the welcome program
4 people
35
Lead icebreaker games
6 people
36
Set up buffet
5 people
37
Serve dinner
6 people
38
Refill drinks
2 people
39
Support the evening activity
6 people
40
Serve evening snacks
2 people
41
Assign the night watch
2 people
42
Prepare breakfast
5 people
43
Serve breakfast
5 people
44
Go over the day program
3 people
45
Facilitate teambuilding
8 people
46
Hand out lunch packs
4 people
47
Supervise outdoor activity
8 people
48
Refill the water stations
2 people
49
Guide leisure activities
4 people
50
Prepare dinner
6 people
51
Serve dinner
6 people
52
Oversee the party night
6 people
53
Prepare breakfast
5 people
54
Serve breakfast
5 people
55
Check rooms
4 people
56
Gather luggage
3 people
57
Supervise the closing activity
5 people
58
Hand out lunch packs
4 people
59
See off guests and manage departure
5 people

Aftercare

60
Wash dishes
4 people
61
Clean the kitchen
3 people
62
Collect waste
3 people
63
Clean the venue
5 people
64
Put furniture back
5 people
65
Remove decorations
3 people
66
Inventory materials
3 people
67
Return borrowed items
2 people
68
Process lost and found items
2 people
69
Inform participants about found items
2 people

What to bring

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

Furniture

Foldable tablesqty 12
Folding chairsqty 80
Beer tablesqty 8
Party tentsqty 3
Coat racksqty 4
Storage cratesqty 12
Sleeping matsqty 100
Blanketsqty 100
Cushionsqty 100
Clothes racksqty 6

Tableware

Reusable platesqty 100
Reusable bowlsqty 100
Reusable cupsqty 150
Coffee cupsqty 80
Knivesqty 100
Forksqty 100
Spoonsqty 100
Serving spoonsqty 12

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Measuring cupsqty 4
Mixing bowlsqty 8
Thermos flasksqty 8
Food warmersqty 6
Coolersqty 8
Kettlesqty 4
Portable cooktopsqty 4
Gas cylindersqty 4

Equipment

Bluetooth speakersqty 4
Microphoneqty 2
Extension cordsqty 6
Power stripsqty 6
Charging cablesqty 10
Whiteboardsqty 4
Markersqty 20
Power banksqty 6
Flashlightsqty 20
Megaphone
First aid kitsqty 2
Walkie-talkiesqty 8
Markersqty 12
Notepadsqty 100
Ballpoint pensqty 120
Name stickersqty 120

Lighting

String lightsqty 6
Battery lanternsqty 12

Decorations

Buntingqty 10
Balloonsqty 150
Tableclothsqty 12
Name badgesqty 100
Directional signsqty 12
Tapeqty 8
Scissorsqty 8
Ropeqty 4

Sports equipment

Footballsqty 4
Volleyball net
Volleyballsqty 4
Tug of war rope
Conesqty 30
Hoopsqty 10
Blindfoldsqty 20
Water gunsqty 20

Catering

Groceries
Reusable water bottlesqty 100
Thermos cupsqty 40
Lunch boxesqty 100
Serving plattersqty 20
Serving utensilsqty 20
Ice packsqty 40
Pitchersqty 20

Cleaning

Bucketsqty 6
Mopsqty 6
Broom setsqty 4
Rubber glovesqty 12

Tips

Set registration and information deadlines at least 10 days before the camp. Use the final list to check contact details, emergency contacts and dietary requirements before assigning rooms or groups.
Finalize room and group assignments 5–7 days before arrival, then send participants the practical information. Include transport details, what they need to bring and where the reception desk will be located.
Check the venue at least one week in advance, including power outlets, sleeping areas, tables, chairs and shelter. Test extension cords, power strips, speakers and the microphone before setup day rather than during reception.
Plan food around the actual participant count and mark allergies separately on the shopping and preparation notes. Keep chilled food in coolers and prepare thermos flasks, kettles, food warmers and cooking equipment before the first meal.
Label materials and store activity equipment in separate crates before leaving for the camp. A short setup list for tables, chairs, coat racks, lighting and the reception desk prevents volunteers from searching for supplies when participants arrive.

Frequently asked questions

How far in advance should you organize an intro camp?: Start at least 6–8 weeks before the camp to confirm the date, venue, reservations and transport. Close registration around 10–14 days before arrival so there is time to finalize rooms, groups, meals and emergency information.
When should I assign rooms and groups for an intro camp?: Make room and group assignments 5–7 days before the camp, after registration and dietary information have been checked. Send the final assignments with the participant information so people know where to go when they arrive.
How much time do you need to set up an intro camp?: Allow at least 3–4 hours for venue setup, depending on the number of participants and sleeping areas. Set up tables, chairs, the reception desk, food stations, equipment and lighting before the scheduled arrival time.
What information should intro camp participants receive beforehand?: Send the practical information no later than 3–5 days before arrival. Include the address, transport plan, timetable, room or group details, emergency contact instructions, food information and anything participants must bring.

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.