Language camp checklist: what to arrange and when

A language camp combines teaching, accommodation, transport, meals and supervision, so small omissions can cause problems quickly. Use this checklist to build the programme first, then arrange the venue, registrations, staffing and participant information. In the final week, prepare language kits, print group lists and worksheets, confirm dietary requirements and check every room. On arrival day, inspect access, set up the teaching spaces and chill drinks before participants arrive.

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

Develop the program and learning objectives
2 people
Reserve the venue and overnight accommodation
Reserve transport for participants
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Collect consent forms
2 people
Check emergency contacts
Group participants by language level
3 people
Assign supervisors and language coaches
2 people
Create room assignments
2 people
Choose activities and language games
3 people
Create worksheets and assignments
3 people
Compile shopping list
2 people
Order supplies
Send participant information
Print name badges and group lists
2 people
Print worksheets and program booklets
2 people
Prepare language kits per participant
3 people
Do the shopping
3 people
Chill drinks and refrigerated items
2 people
Inspect venue and rooms
2 people
Collect keys and access passes
Set up tables and chairs
4 people
Set up classrooms
3 people
Prepare bedrooms
4 people
Set up registration desk
2 people
Hang decorations and signage
3 people
Prepare lunch and reception
3 people
Conduct a safety check
2 people

Event

Welcome and register participants
4 people
Escort luggage to rooms
3 people
Lead the introduction game
4 people
Provide explanations for language groups
4 people
Guide the first language lesson
6 people
Refill drinks
2 people
Serve dinner
4 people
Lead the language quiz
4 people
Guide language games
5 people
Serve evening snacks
2 people
Wrap up the evening program
3 people
Check bedtime and rooms
4 people
Set up breakfast
3 people
Serve breakfast
4 people
Lead second language lesson
6 people
Distribute snack breaks
2 people
Facilitate speaking assignments
5 people
Prepare lunch
4 people
Serve lunch
4 people
Supervise outdoor activity
6 people
Supervise the final task
5 people
Serve closing meal
4 people
Present Certificates
3 people
Assist with departure and luggage
4 people

Aftercare

Wash dishes
3 people
Clean up classrooms
4 people
Clean the bedrooms
4 people
Collect and take away waste
2 people
Final venue check
2 people
Count and pack materials
3 people
Return borrowed materials
2 people
Archive photo and participant files
Send a thank-you gift to participants

What to bring

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

Furniture

Tablesqty 8
Chairsqty 40
Coat racksqty 4
Storage cratesqty 12

Tableware

Reusable mugsqty 40
Reusable drinking glassesqty 40
Platesqty 40
Soup bowlsqty 40
Cutlery setsqty 40
Serving plattersqty 8

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving spoonsqty 6
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4

Equipment

Laptopsqty 6
Projector
Projection screen
Bluetooth speakerqty 2
Extension cordsqty 4
Power stripsqty 6

Course materials

Whiteboardsqty 4
Flip chartsqty 4
Whiteboard markersqty 24
Pensqty 50
Pencilsqty 50
Erasersqty 40
Notepadsqty 40
Dictionariesqty 10
Language card setsqty 8
Colored pencilsqty 10
Scissorsqty 10
Glue sticksqty 10
A4 paperqty 5
A3 paperqty 2
Rolls of tapeqty 6
Name badge holdersqty 40
Certificate foldersqty 40

Sports equipment

Footballsqty 2
Conesqty 20
Ropesqty 8
Frisbeesqty 6
Skipping ropesqty 10

Decorations

Buntingqty 6
Balloonsqty 100
Colored paperqty 3
Poster puttyqty 4

Lighting

Battery lanternsqty 6

Cleaning

Waste binsqty 6
Bucketsqty 4
Cleaning clothsqty 20
Dish brushesqty 4
Hand soap dispensersqty 4

Safety

First aid kitsqty 2
Flashlightsqty 6
Whistlesqty 6
Reflective vestsqty 6

Catering

Groceries

Tips

Set the programme and learning objectives before opening registration. This gives you a clear basis for grouping participants by language level and preparing worksheets, assignments and language games.
Reserve the venue, overnight accommodation and participant transport early enough to confirm exact arrival and departure times. Check that the rooms, teaching areas and access arrangements work for the planned group size.
Close registration with a fixed deadline, then process forms together. Check dietary requirements, consent forms and emergency contacts before assigning rooms, supervisors and language coaches.
Prepare one language kit per participant rather than sorting materials at the venue. Include the planned writing materials and dictionaries, and print name badges, group lists, worksheets and programme booklets before departure.
Complete the practical setup on arrival: collect keys and access passes, inspect rooms, arrange tables and chairs, and test the projector, screen, speaker, extension cords and power strips before the first session. Chill drinks and refrigerated items as soon as you have access to the kitchen or coolers.

Frequently asked questions

How far in advance should I organise a language camp?: Start planning the programme and reserve the venue, accommodation and transport several months before the camp. Set a registration deadline at least 3 to 4 weeks before arrival so you have time to process forms, group language levels and assign rooms.
What information should language camp participants receive?: Send the schedule, arrival and departure details, accommodation information, what to bring, contact details and key rules before the camp. Send the final participant information at least 7 days before arrival, after dietary requirements and emergency contacts have been checked.
How many supervisors and language coaches does a language camp need?: Assign supervisors and language coaches after registration closes, when you know the participant count and language levels. Set the staffing plan at least 2 weeks before the camp so room assignments, activities and emergency responsibilities can be confirmed.
When should I print language camp materials?: Print name badges, group lists, worksheets and programme booklets during the final week, after registrations and language-level groups are fixed. Prepare and label the language kits at least 1 day before departure to avoid sorting materials during arrival setup.

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.