International youth camp checklist

An international youth camp needs more than a programme and a place to sleep. You must coordinate registrations, parent forms, permissions, emergency contacts and dietary requirements before participants arrive. Language differences also affect group lists, instructions and activity rules. Use this checklist to work from the first booking and registration steps through shopping, equipment checks and setting up the registration desk and activity areas.

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

Confirm date and location
2 people
Set the participant limit
2 people
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect parent forms
2 people
Check permissions
2 people
Collect dietary requirements
2 people
Record emergency contacts
2 people
Translate participant lists
2 people
Create the program
3 people
Select activities
3 people
Write out the game rules
2 people
Create group assignments
2 people
Schedule supervisors
2 people
Print the task roster
Check the weather forecast
Confirm reservations
2 people
Check the shopping list
2 people
Do the shopping
4 people
Collect materials
3 people
Label the materials
2 people
Load Tents and Tables
4 people

Event

Prepare the registration desk
3 people
Set out activity materials
4 people
Set up tents
6 people
Set up tables and chairs
4 people
Hang decorations
3 people
Test sound equipment
2 people
Set up the first aid station
2 people
Chill drinks
3 people
Prepare lunch
5 people
Brief the chaperones
3 people
Prepare registration materials
2 people
Receive participants
5 people
Register attendance
3 people
Hand out wristbands
2 people
Form groups
4 people
Lead the welcome game
6 people
Guide the international meet-and-greet
6 people
Refill drinks
2 people
Guide sports activities
8 people
Check water stations
2 people
Set out snacks
4 people
Set up the dinner buffet
6 people
Serve dinner
6 people
Serve diet meals
2 people
Collect tableware
3 people
Support cultural presentations
5 people
Provide the music program
3 people
Supervise the evening game
8 people
Check out participants
3 people
Guide participant departures
6 people

Aftercare

Collect waste
4 people
Wash dishes
4 people
Clean the kitchen
3 people
Clear tables and chairs
4 people
Take down tents
6 people
Remove decorations
3 people
Leave the venue clean
5 people
Inventory materials
2 people
Return borrowed items
2 people
Store leftover food
2 people
Register lost and found items
Inform parents about found items
Send thank-you message to participants
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 70
Benchesqty 8
Party tentsqty 4
Foldable tablesqty 3
Clothes racksqty 2

Tableware

Reusable platesqty 80
Reusable bowlsqty 80
Reusable cupsqty 100
Knivesqty 80
Forksqty 80
Spoonsqty 80
Serving spoonsqty 12
Serving traysqty 8
Water jugsqty 10

Equipment

Portable speakersqty 2
Microphonesqty 2
Extension cordsqty 4
Power stripsqty 6
Power banksqty 6
Coolersqty 6
Thermos flasksqty 6

Kitchen

Cutting boardsqty 6
Kitchen knivesqty 8
Mixing bowlsqty 6
Measuring cupsqty 4
Serving tongsqty 8
Food warmersqty 6
Portable cooktopsqty 4
Gas cylindersqty 4

Sports equipment

Footballsqty 6
Volleyballqty 3
Basketballsqty 4
Frisbeesqty 8
Skipping ropesqty 10
Conesqty 30
Team ribbonsqty 70
Water balloonsqty 200
Blindfoldsqty 12
Tug of war ropeqty 2

Decorations

Buntingqty 6
International flagsqty 20
Balloonsqty 100
Name badgesqty 80
Markersqty 24
Colorful tableclothqty 10

Lighting

LED string lightsqty 6
LED lanternsqty 12

Safety

First aid kitsqty 2
Whistlesqty 12
Flashlightsqty 12
Reflective vestsqty 12
Route arrowsqty 20

Registration

Wristbandsqty 80
Clipboardsqty 8
Ballpoint pensqty 30
Printer paperqty 250
Badge holdersqty 80

Cleaning

Waste binsqty 8
Broomsqty 4
Cansqty 4
Mopsqty 4
Bucketsqty 6

Catering

Groceries

Tips

Set the participant limit before opening registration, then use one registration form to collect dietary requirements, emergency contacts and parent forms. Build in at least two weeks to check missing information.
Translate participant lists and essential instructions before the camp starts. Keep one printed copy for supervisors and mark group assignments clearly so young people can be directed quickly.
Create the programme only after selecting activities and checking the available materials. Write the game rules in simple language and prepare enough copies for each group or supervisor.
Confirm reservations and check the weather forecast no later than 48 hours before arrival. This gives you time to adjust outdoor activities and check party tents, tables and other site equipment.
Pack and label materials by activity instead of loading everything together. Check speakers, microphones, extension cords, power strips and power banks separately, and keep cooking equipment such as gas cylinders and portable cooktops together.

Frequently asked questions

How far in advance should I organise an international youth camp?: Start at least 3 to 6 months ahead if the camp requires accommodation, international travel or several activity providers. Open registration only after the date, location and participant limit are confirmed.
When should I collect parent forms and permissions for a youth camp?: Request them when participants register, ideally 4 to 6 weeks before the camp. Set a final deadline 14 days before arrival so you can follow up on missing permissions and emergency contacts.
How many supervisors do I need for an international youth camp?: Use the supervision ratio required by your organisation and local rules; do not leave it until the final week. Schedule every supervisor against a group or time slot at least 7 days before the camp and print the task roster.
When should I check the weather and confirm camp reservations?: Check both 48 hours before setup and again on the morning participants arrive. Use the first check to adapt the programme and confirm that tents, tables and activity spaces are usable.

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.