Intro camp checklist: what to arrange and when

An intro camp combines registration, transport, activities, meals, and overnight arrangements, so small omissions can cause delays quickly. Use this checklist to work from the first date and location decisions through participant information, group planning, equipment checks, and final setup. Collect dietary requirements and emergency contacts before preparing lists or meals. On the final day, allow time to chill drinks, test sound equipment, check first aid supplies, and prepare tents, tables, and information packs 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

Confirm date and location
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Collect emergency contacts
Create participant lists
2 people
Group participants
3 people
Develop the program
3 people
Make reservations
Coordinate transportation
2 people
Check activity materials
2 people
Make a shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare meal
4 people
Label the materials
2 people
Assemble info packs
3 people
Check first aid supplies
Prepare sleeping accommodations
4 people
Set up the tents
6 people
Set up tables and chairs
4 people
Set up the reception desk
2 people
Hang decorations
3 people
Prepare game materials
3 people
Test sound equipment
2 people
Check safety route
2 people

Event

Receive participants
4 people
Register attendance
2 people
Bring luggage to sleeping areas
4 people
Serve welcome drinks
3 people
Explain the house rules
3 people
Announce group assignments
3 people
Lead icebreaker games
6 people
Refill drinks
2 people
Distribute snack breaks
3 people
Lead team assignments
6 people
Set up the dinner buffet
4 people
Serve dinner
5 people
Serve diet meals
2 people
Clear away dishes
4 people
Support the evening program
6 people
Serve evening snacks
3 people
Guide participants to sleeping areas
6 people
Carry out evening check
3 people

Aftercare

Collect waste
3 people
Wash dishes
3 people
Take down tents
6 people
Clean sleeping areas
4 people
Clear tables and chairs
4 people
Remove decorations
3 people
Clean the venue
5 people
Inventory materials
2 people
Return borrowed items
2 people
Store leftover stock
2 people
Register lost and found items
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 the planning deadline around registrations: collect dietary requirements and emergency contacts before you create final participant lists or assign groups. Keep one up-to-date list for leaders, transport, and meal preparation.
Finish the program before booking activities or transport. Add realistic travel and transition time between sessions so groups are not still moving when the next activity starts.
Check overnight supplies before setting up camp. Count tents, sleeping mats, sleeping bags, and flashlights against the participant list, then prepare sleeping areas before the reception desk and decorations.
Prepare food and drinks in stages: shop after confirming numbers, chill drinks several hours before arrival, and keep reusable cups, plates, and cutlery together so serving does not depend on last-minute sorting.
Test the practical setup before the first group arrives. Check extension cords, power strips, speakers, microphone, rechargeable lamps, and power banks, and label activity materials so games can start without searching.

Frequently asked questions

How far in advance should I organize an intro camp?: Start at least 6 to 8 weeks before the camp. Confirm the date and location first, then open registrations early enough to collect dietary requirements, emergency contacts, transport needs, and final participant numbers.
When should I send intro camp invitations?: Send invitations about 4 to 6 weeks before the camp, with a clear registration deadline. Close registrations at least 10 to 14 days before arrival so you can group participants, plan meals, and coordinate transportation.
How many drinks should I prepare for an intro camp?: Plan roughly 2 to 3 drinks per person for the first hour, then about 1 drink per person per hour, adjusted for weather and activity level. Chill the drinks several hours beforehand and keep extra drinking water available throughout the program.
When should I set up tents and sleeping accommodations?: Set up tents and sleeping areas before participants arrive, ideally 2 to 3 hours ahead. Check every tent, sleeping mat, sleeping bag, and flashlight, and keep a small reserve for damaged or missing equipment.

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