Inclusion camp checklist and planning guide

An inclusion camp needs more than a programme and a place to sleep. You need to confirm access, collect consent and health information, match supervisors to participants, and adapt activities before the camp starts. This checklist covers the planning sequence, from confirming the venue to preparing food, materials, signs and the run sheet. It also helps you catch details that are often left until the last day, such as emergency contacts, dietary needs, weather checks and clearly marked activity areas.

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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

Confirm date and location
2 people
Confirm reservation in writing
Check the venue’s accessibility
2 people
Put together the activity program
3 people
Schedule breaks
2 people
Invite supervisors and volunteers
2 people
Send invitations
2 people
Process registrations
2 people
Collect consent forms
2 people
Collect dietary requirements
Collect medical considerations
2 people
Check emergency contacts
2 people
Create participant groups
2 people
Match supervisors with participants
2 people
Adapt activities to abilities
3 people
Make material reservations
Make a shopping list
2 people
Create the marshal schedule
2 people
Print the run sheet
Send participant information
2 people
Check the weather forecast
Do the shopping
3 people
Collect materials
3 people
Sort groceries
2 people
Lay out participant lists
2 people
Prepare name stickers
2 people

Event

Open venue
2 people
Set up tables and chairs
4 people
Set up the rest area
2 people
Set up activity corners
4 people
Clear accessible walkways
2 people
Hang decorations
3 people
Test sound and lighting
2 people
Chill drinks
2 people
Prepare snacks
3 people
Mark allergens on food
2 people
Welcome guides
2 people
Brief chaperones
3 people
Set up the registration table
2 people
Receive participants
4 people
Hand out name stickers
2 people
Guide groups to activities
6 people
Lead the welcome game
4 people
Lead the creative activity
4 people
Guide a sports activity
5 people
Refill drinks
2 people
Lead a break moment
3 people
Serve fruit and snacks
3 people
Host the game circuit
6 people
Set tables for dinner
4 people
Serve dinner
5 people
Serve diet meals
2 people
Refill drinks
2 people
Take tableware to the dishwashing station
3 people
Assist the music activity
4 people
Host the light show
3 people
Serve evening snacks
3 people
Lead the closing game
5 people
Guide participants to the starting point
5 people
Safely hand over participants
3 people
Collect lost items
2 people

Aftercare

Remove food and waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Clear away activity materials
3 people
Clean the venue
4 people
Dispose of waste separately
2 people
Register lost and found items
Return lost and found items
2 people
Return materials
3 people
Store leftovers safely
2 people
Thank participants
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Beer tablesqty 4
Rest benchesqty 4
Waste binsqty 6
Clothes racksqty 2
Storage binsqty 8

Tableware

Reusable cupsqty 60
Platesqty 60
Soup bowlsqty 50
Forksqty 60
Knivesqty 60
Spoonsqty 60
Serving bowlsqty 10
Pouring jugsqty 8

Decorations

Buntingqty 8
Tableclothsqty 8
Name stickersqty 60
Waterproof markersqty 12
Directional signsqty 12
Paper garlandsqty 6

Equipment

Bluetooth speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4
Speaker standsqty 2

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Serving spoonsqty 8
Serving tongsqty 6
Thermos flasksqty 6
Kettlesqty 2
Induction hobsqty 2
Large potsqty 3
Measuring cupsqty 2

Sports equipment

Soft ballsqty 12
Conesqty 20
Hoopsqty 10
Parachute cloth
Tug of war rope
Bean bagsqty 20
Yoga or relaxation matsqty 12
Blindfoldsqty 10
Bubble solutionqty 6
Sidewalk chalkqty 12
Craft table runnersqty 6
Colored pencilsqty 40
Markersqty 30
Scissorsqty 15
Glue sticksqty 20
Colored paperqty 300
A3 drawing paperqty 100
Beadsqty 500
Elastic cordqty 4
Painter's tapeqty 8

Lighting

LED lampsqty 8
String lightsqty 4
Flashlightsqty 8

Cleaning

Bucketsqty 4
Microfiber clothsqty 12
Dish brushesqty 4
Hand soap dispensersqty 4
Disinfectant sprayqty 4
Hand sanitizerqty 6
Toilet brushesqty 2

Catering

Groceries

Tips

Confirm accessibility before you confirm the programme. Check entrances, toilets, sleeping areas, activity spaces and routes between them, then allow time to adapt activities to individual abilities.
Set an early deadline for registrations, consent forms, dietary requirements and medical considerations. Review the information together with emergency contacts before creating participant groups and supervisor matches.
Schedule breaks into the activity programme instead of adding them when people are tired. Share the daily structure with participants and supervisors, including where to find rest benches, toilets and food.
Prepare the operational details at least one day before arrival: sort groceries, collect materials, charge speakers, test the microphone, and label storage bins. Print the run sheet and participant lists so the team is not dependent on a phone or laptop.
Do a final site walk after checking the weather forecast. Put up directional signs, position tables and waste bins, check extension cords and power strips, and keep food, equipment and activity materials in clearly separated areas.

Frequently asked questions

How far in advance should I organise an inclusion camp?: Start venue and date planning at least 8 to 12 weeks before the camp. Set registration and consent deadlines 2 to 3 weeks before arrival, leaving time to review medical information, dietary needs and supervisor coverage.
What accessibility checks should an inclusion camp include?: Check at least 5 areas: arrival routes, entrances, toilets, sleeping or changing spaces, and activity areas. Also confirm that every route between these areas is usable and that rest points are available before the programme is finalised.
When should I collect medical and dietary information for camp participants?: Ask for consent forms, emergency contacts, medical considerations and dietary requirements during registration, with a deadline at least 14 days before the camp. Review the final information 2 to 3 days before departure and share it with the relevant supervisors.
What should be ready the day before an inclusion camp?: Have groceries sorted, materials collected, participant lists and the run sheet printed, and audio equipment tested by the day before. Complete a final weather and venue check within 24 hours of the start, then adjust outdoor activities or equipment placement if needed.

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.