Jamboree checklist: what to arrange and when

A jamboree combines registrations, outdoor activities, shared meals and a lot of moving parts. Start with participant information and permissions, then build the programme, assign volunteers and confirm the site setup. In the final days, prepare badges and folders, check game materials, charge communication equipment and make the weather plan. This checklist covers the 70 planning tasks and 69 items needed to run the day without last-minute gaps.

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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

Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Check participant list
2 people
Collect emergency contacts
2 people
Finalize the program
3 people
Record Game Components
2 people
Make reservations
Check permits
Check the weather forecast
Prepare the weather plan
2 people
Assign volunteers
2 people
Share contact details
Print the run sheet
Prepare name badges
2 people
Fill participant folders
3 people
Make route signs
2 people
Collect game materials
3 people
Check first aid supplies
Charge walkie-talkies
Do the shopping
4 people
Fill coolers
2 people
Chill drinks
2 people
Prepare snacks
4 people
Prepare lunch
4 people
Set up tables
4 people
Set up chairs
4 people
Build party tents
6 people
Set up the registration table
2 people
Mark stage area
2 people
Test sound equipment
2 people
Set up game stations
6 people
Hang decorations
3 people
Put up directional signs
2 people
Set up waste stations
2 people
Check restroom facilities
2 people
Set up the first aid station
2 people
Give volunteer briefing
3 people

Event

Staff the registration desk
3 people
Hand out name badges
2 people
Deliver the welcome speech
2 people
Group participants
3 people
Lead the opening game
6 people
Guide the game round
10 people
Refill drinks
3 people
Serve fruit and snacks
3 people
Open the lunch buffet
3 people
Serve lunch
6 people
Restock the buffet
3 people
Collect tableware
3 people
Explain the evening game
4 people
Supervise the evening game
10 people
Provide the music program
3 people
Serve hot drinks
3 people
Handle prize ceremony
3 people
Give closing remarks
2 people
Guide departures
5 people
Collect lost property
2 people

Aftercare

Collect waste
5 people
Take down tables and chairs
5 people
Take down party tents
6 people
Sort game materials
3 people
Wash dishes
4 people
Empty the coolers
2 people
Clean the venue
5 people
Check materials
2 people
Pack equipment
3 people
Return borrowed items
2 people
Distribute leftover food
2 people
Handle lost property

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 12
Folding chairsqty 120
Buffet tablesqty 4
Registration desk
High tablesqty 6

Tableware

Reusable platesqty 130
Reusable bowlsqty 130
Reusable cupsqty 180
Mugsqty 100
Reusable cutleryqty 150
Serving spoonsqty 8
Scissorsqty 6

Catering

Coolersqty 8
Thermos flasksqty 8
Coffee machinesqty 3
Kettlesqty 3
Food warmersqty 4
Cutting boardsqty 8
Kitchen knivesqty 8
Serving plattersqty 12
Serving tongsqty 8
Bread basketsqty 6
Groceries

Equipment

Portable speakersqty 2
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Power banksqty 6
Walkie-talkiesqty 10
Megaphonesqty 2

Sports equipment

Footballsqty 6
Volleyballqty 4
Tug-of-war ropesqty 3
Conesqty 40
Hoopsqty 12
Relay batonsqty 12
Blindfoldsqty 20
Water balloonsqty 300
Game cardsqty 12
Flashlightsqty 20

Decorations

Buntingqty 12
Balloonsqty 100
Tableclothsqty 12
Name badgesqty 130
Wristbandsqty 130
Wayfinding signsqty 12
Markersqty 24
Tapeqty 12
Ropeqty 4
Trophiesqty 12

Lighting

LED lampsqty 12
String lightsqty 8
Battery lanternsqty 8

Kitchen

Washing-up basinsqty 4
Draining racksqty 4
Kitchen tongsqty 6
Aluminum foilqty 4
Food storage containersqty 12

Cleaning

Broom setsqty 4
Trash binsqty 10
Bucketsqty 6
Mopsqty 6
Work glovesqty 12

Safety

First aid kitsqty 2
Emergency blanketsqty 10
Flashlights for supervisionqty 6
Barrier tapeqty 4
Fire extinguishersqty 2

Tips

Set a registration deadline at least 7 days before the jamboree so you can confirm the participant list, dietary requirements and emergency contacts before preparing folders and badges.
Finish the programme and record every game component at least 3 days ahead. Pack materials by activity rather than leaving loose equipment at the registration desk.
Assign each volunteer a clear area and share contact details before the day starts. Keep walkie-talkies charged and print one run sheet for every person coordinating activities.
Check the weather forecast 48 hours before the jamboree and decide when to use party tents, move activities or change the meal setup. Do not wait until guests arrive to check shelter and power.
Prepare lunch, snacks and chilled drinks in separate service groups on the day. Fill coolers before registration opens, and check that tables, serving equipment, reusable tableware and hot-drink equipment are ready.

Frequently asked questions

How far in advance should I send jamboree invitations?: Send invitations at least 4 weeks before the jamboree. Close registrations about 7 days before the event so there is time to process responses, collect dietary requirements and confirm emergency contacts.
When should I finalize a jamboree programme?: Finalize the programme at least 3 days before the jamboree. This gives you time to record game components, assign volunteers, prepare route signs and print the run sheet.
What should I check the day before a jamboree?: Check the participant list, name badges, folders, game materials, first aid supplies and weather plan the day before. Also charge walkie-talkies, speakers, microphones and power banks, and confirm reservations and permits.
How much food and drink should I prepare for a jamboree?: Plan portions from the confirmed participant list, including volunteers, and add around 10% for unexpected needs. Chill drinks and fill coolers on the day, while preparing snacks and lunch early enough to serve at the scheduled times.

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.