Leadership camp checklist

A leadership camp needs more than a good program. You need a clear registration process, emergency details, transport, group assignments, activity materials, and a room setup that works before participants arrive. This checklist puts the work in a practical order, from booking the venue and opening registration to preparing activity packs and printing the run sheet. Use it to see what must be confirmed early and what can wait until the final day.

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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

Invite participants
2 people
Open the registration form
Reserve venue
Create the program
2 people
Assign escorts
2 people
Process registrations
2 people
Collect dietary requirements
Collect emergency contacts
Check permissions
2 people
Coordinate transportation
2 people
Develop activities
3 people
Print the run sheet
Print participant list
Create group assignments
2 people
Create a shopping list
2 people
Check materials
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare activity packs
3 people
Prepare registration table
2 people
Open venue
2 people
Check the rooms
2 people
Set up tables
4 people
Set out chairs
4 people
Hang decorations
3 people
Test the equipment
2 people
Prepare lunch
4 people
Prepare snacks
3 people
Lay out briefing sets
2 people

Event

Guide arrivals
3 people
Register attendance
2 people
Give welcome speech
Group participants
3 people
Lead the leadership game
5 people
Serve break drinks
2 people
Refill drinks
2 people
Guide the team assignment
5 people
Set up the buffet
4 people
Serve dinner
4 people
Clear away dishes
3 people
Lead the reflection session
4 people
Support the evening activity
5 people
Handle the closing
2 people
See participants out safely
3 people

Aftercare

Collect waste
4 people
Wash dishes
3 people
Clean rooms
4 people
Sort materials
3 people
Return materials
2 people
Keep lost and found items
Hand over the venue
2 people
Inform participants

What to bring

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

Furniture

Tablesqty 8
Chairsqty 45
Buffet tablesqty 2
Waste binsqty 4

Tableware

Reusable platesqty 50
Reusable bowlsqty 50
Reusable glassesqty 60
Reusable cutleryqty 60
Serving spoonsqty 6

Kitchen

Thermos flasksqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Scissorsqty 4
Serving traysqty 4

Equipment

Coolersqty 4
Bluetooth speakersqty 2
Extension cordsqty 3
Power stripsqty 3
Megaphone
First aid kitsqty 2
Flashlightsqty 6

Lighting

String lightsqty 4
LED lanternsqty 6

Sports equipment

Conesqty 24
Ropesqty 8
Hoopsqty 6
Soft ballsqty 8
Blindfoldsqty 12
Stopwatchesqty 4

Decorations

Pennant stringsqty 6
Name badgesqty 50
Tableclothsqty 8
Whiteboardsqty 4
Whiteboard markersqty 16
Sticky notesqty 12
Markersqty 30
Pensqty 50
Notebooksqty 50
A4 paperqty 250
Rolls of tapeqty 6
Painter's tapeqty 4
Name stickersqty 60

Catering

Water jugsqty 6
Coffee potsqty 3
Groceries

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Dustpan and brushqty 2
Microfiber clothsqty 12
Toilet brushesqty 2

Tips

Reserve the venue before opening registration, then build the program around the rooms, outdoor areas, transport times, and available equipment. Check every room again when you open the venue.
Collect dietary requirements and emergency contacts as part of registration, not during arrival. Review the information at least 3 days before camp and keep the participant list accessible to the responsible team.
Assign escorts and create group assignments before printing materials. Prepare one clear participant list and one run sheet so leaders are not working from conflicting versions.
Pack activity materials by session rather than by item type. Count the ropes, hoops, soft balls, blindfolds, cones, and stopwatches before shopping, then prepare each activity pack in advance.
Set up the registration table, seating, drinks, signs, and waste bins before participants arrive. Chill drinks several hours ahead and test speakers, extension cords, power strips, and the megaphone during setup.

Frequently asked questions

How far in advance should I start planning a leadership camp?: Start at least 6 to 8 weeks before the camp. Book the venue first, then create the program, open registration, arrange transport, and collect emergency and dietary information.
What information should a leadership camp registration form collect?: Collect the participant’s full name, contact details, dietary requirements, emergency contact, permissions, and transport needs. Close or review the form at least 3 days before the event so group assignments and catering can be finalized.
When should I prepare the leadership camp activities?: Develop the activities 2 to 3 weeks before camp and check all materials at least 7 days ahead. Pack the final activity kits the day before, including cones, ropes, hoops, soft balls, blindfolds, and stopwatches.
What should be done on the morning of a leadership camp?: Open and check the venue, arrange tables and chairs, prepare the registration table, display group assignments, and test the sound equipment. Allow at least 90 minutes before participant arrival for setup and last-minute checks.

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.