Intro Camp Checklist

An intro camp has many moving parts: participant registration, dietary information, room and group assignments, transport, activities and the on-site setup. Start with the date and location, then work towards a fixed deadline for registrations and reservations. The final week is for shopping, labelling materials, checking allergies and sending practical participant information. Use the checklist below to keep administration, food, sleeping areas and equipment on schedule.

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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
Open participant registration
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
2 people
Check contact details
2 people
Collect emergency contacts
2 people
Create room assignments
3 people
Create group assignments
3 people
Finalize the program
3 people
Confirm reservations
2 people
Organize transport
2 people
Prepare activities
4 people
Create a music playlist
2 people
Make a shopping list
3 people
Mark allergies
2 people
Do the shopping
4 people
Collect materials
4 people
Label the materials
3 people
Store food chilled
3 people
Send participant information
2 people
Check the venue
3 people
Set up the reception desk
3 people
Prepare sleeping areas
5 people
Set up tables and chairs
5 people
Hang decorations
3 people
Set up activities
5 people
Chill drinks
3 people
Prepare registration materials
2 people
Brief the welcome team
4 people

Event

Receive participants
5 people
Register attendance
3 people
Distribute keys and rooms
3 people
Run the welcome program
4 people
Lead icebreaker games
6 people
Set up buffet
5 people
Serve dinner
6 people
Refill drinks
2 people
Support the evening activity
6 people
Serve evening snacks
2 people
Assign the night watch
2 people
Prepare breakfast
5 people
Serve breakfast
5 people
Go over the day program
3 people
Facilitate teambuilding
8 people
Hand out lunch packs
4 people
Supervise outdoor activity
8 people
Refill the water stations
2 people
Guide leisure activities
4 people
Prepare dinner
6 people
Serve dinner
6 people
Oversee the party night
6 people
Prepare breakfast
5 people
Serve breakfast
5 people
Check rooms
4 people
Gather luggage
3 people
Supervise the closing activity
5 people
Hand out lunch packs
4 people
See off guests and manage departure
5 people

Aftercare

Wash dishes
4 people
Clean the kitchen
3 people
Collect waste
3 people
Clean the venue
5 people
Put furniture back
5 people
Remove decorations
3 people
Inventory materials
3 people
Return borrowed items
2 people
Process lost and found items
2 people
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 a registration deadline at least 14 days before camp. That gives you time to process registrations, check contact details, collect emergency contacts and create room and group assignments.
Confirm dietary requirements and allergies no later than 7 days before arrival. Mark them clearly on the working documents and check chilled food storage before shopping.
Finalize the program and transport plan at least 5 days ahead. Share arrival details, sleeping arrangements and what participants need to know before the camp starts.
Do the main shopping 1–2 days before the event, then store perishable food chilled. Label materials and keep serving equipment, coolers, thermos flasks and food warmers together for loading.
Allow 2–3 hours for the venue setup on arrival day. Put out tables and chairs, prepare sleeping areas, set up the reception desk, test the microphone and speakers, and check extension cords before participants arrive.

Frequently asked questions

How far in advance should I plan an intro camp?: Start at least 6–8 weeks before the camp by confirming the date, location and reservations. Open registration early enough to leave 2 weeks for processing participant details and assignments.
When should intro camp registration close?: Close registration about 14 days before arrival. Use the remaining time to confirm numbers, dietary requirements, emergency contacts, room assignments and transport.
When should I send intro camp information to participants?: Send the practical information 5–7 days before the camp. Include arrival and transport details, group or room information, the program, food-related notes and anything participants must bring.
How long does it take to set up an intro camp?: Allow 2–3 hours for the main setup, depending on the venue. This covers tables, chairs, sleeping areas, reception, food and kitchen equipment, lighting, sound and a final safety check.

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