Knight Camp Checklist

A Knight camp needs more than costumes and games. You have to coordinate registrations, parent contacts, medical information, consent forms, group assignments, food, equipment, and an outdoor backup plan. Start with the date, venue, and activity locations, then work toward a final participant list and printed run sheet. This checklist covers 80 tasks and 49 supplies, including campfire planning, chilled food, costumes, game materials, name tags, and sound equipment.

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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

Set the date and program
2 people
Reserve venue
Reserve activity locations
Draft invitations
2 people
Send invitations
2 people
Process registrations
2 people
Register parent contacts
2 people
Collect dietary requirements
Collect medical details
Collect consent forms
2 people
Finalize participant list
2 people
Create group assignments
2 people
Print the run sheet
Print contact list
Check the weather forecast
Prepare an indoor backup program
2 people
Do the shopping
3 people
Check groceries
2 people
Keep chilled products cool
2 people
Sort costumes
2 people
Check game materials
2 people
Pack game prizes
Write name tags
2 people
Create a music playlist
Check the campfire permit
Pick up venue keys
Inspect the grounds
3 people
Set up tables and chairs
4 people
Set up the tents
4 people
Set up the reception desk
2 people
Hang up decorations
4 people
Put up knight banners
3 people
Set up activity stations
4 people
Set up the craft tent
2 people
Test sound equipment
2 people
Safely cordon off the bonfire area
2 people
Prepare the buffet
4 people
Chill drinks
2 people
Prepare snacks
3 people
Prepare first aid supplies
Check toilets
2 people
Give volunteer instructions
2 people

Event

Register participants
3 people
Hand out name badges
2 people
Serve welcome drinks
2 people
Tell the opening story
Announce the teams
2 people
Lead the knight training
6 people
Guide shield decorating
4 people
Refill drinks
2 people
Host medieval games
6 people
Distribute snacks
3 people
Restock game supplies
2 people
Guide the treasure hunt
6 people
Set up the buffet
4 people
Serve dinner
5 people
Refill drinks
2 people
Clear tables during the event
3 people
Lead the knight quiz
3 people
Light the campfire
2 people
Hand out marshmallows
2 people
Supervise the campfire program
3 people
Serve the last round of drinks
2 people
Guide the farewell moment
2 people
Ensure participants leave safely
4 people

Aftercare

Completely extinguish the campfire
2 people
Collect waste
4 people
Take down tables and chairs
4 people
Remove decorations
3 people
Collect game materials
4 people
Wash dishes
3 people
Clean the kitchen
2 people
Clean the restrooms
2 people
Sweep and inspect the venue
3 people
Check borrowed materials
2 people
Return materials
2 people
Register lost property
Inform parents about items
Store photos securely
Send thank-you message

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 50
Buffet tablesqty 3
Waste binsqty 6

Tableware

Reusable platesqty 50
Reusable bowlsqty 50
Reusable cupsqty 75
Reusable cutleryqty 60
Serving spoonsqty 8
Scissorsqty 10
Serving plattersqty 8

Equipment

Coolersqty 5
Extension cordsqty 4
Power stripsqty 4
Portable speaker
Microphone

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 4
Measuring cupsqty 2
Kettlesqty 2
Thermos flasksqty 4
Hot platesqty 2
Large cooking potsqty 4
Frying pansqty 2

Decorations

Knight bannersqty 8
Signsqty 20
Plastic swordsqty 20
Plastic crownsqty 40
Name badgesqty 50
Tableclothsqty 8
LED torchesqty 12

Sports equipment

Conesqty 30
Hoopsqty 10
Ropeqty 100
Blindfoldsqty 10
Water balloonsqty 200
Treasure chestsqty 4
Sponge ballsqty 20

Lighting

String lightsqty 6
Battery lanternsqty 8

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 8
Litter pickersqty 2
First aid kitsqty 2

Catering

Groceries

Tips

Set the date, program, venue, and activity locations before sending invitations. Parents need the basic schedule before they can register, and you may need separate locations for games, meals, and the campfire.
Collect dietary requirements, medical details, consent forms, and parent contact information during registration. Finalize the participant list only after these details are checked, then assign groups using the confirmed numbers.
Check the weather forecast before the camp and prepare an indoor backup program rather than waiting for rain. Party tents, tables, chairs, signs, and waste bins also take time to position, so include setup in the run sheet.
Plan food service around cooling and reheating. Check groceries when they arrive, keep chilled products in coolers, and have kettles, thermos flasks, hot plates, cooking pots, frying pans, and serving utensils ready before the first meal.
Pack game materials and prizes separately from the costumes and decorations. Label name tags, check plastic swords and crowns, test the portable speaker and microphone, and print both the run sheet and contact list before departure.

Frequently asked questions

How far in advance should I organize a Knight camp?: Set the date and reserve the venue and activity locations at least 8 to 12 weeks ahead. Send invitations early enough to collect registrations, consent forms, medical details, and dietary requirements before final group assignments.
What information should I collect for a Knight camp registration?: Collect the participant’s name, parent or guardian contact details, dietary requirements, medical details, and a signed consent form. Check that every participant has complete information before you finalize the list.
How much food and drink should I prepare for a Knight camp?: Plan each meal for the confirmed participant count plus a small buffer, typically 5 to 10 percent. Check groceries on arrival and keep chilled products cool until serving; prepare hot drinks in batches with kettles and thermos flasks.
What should I do if the weather changes during the Knight camp?: Check the forecast 48 hours before the camp and again on the morning itself. Keep an indoor backup program ready, and confirm where activities, meals, equipment, and participants will move if outdoor areas become unusable.

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.