What to buy and bring for a leadership camp

A leadership camp needs more than food and drinks. You also need reusable tableware, activity equipment, clear name badges, lighting, and practical items for registration and group activities. Plan quantities from the number of participants, escorts, and staff, then add a small buffer for breakage, spills, and unexpected arrivals. Buy chilled drinks close to the start time and prepare activity packs before the venue opens so the first session is not delayed.

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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
- White and brown rolls - 60 pieces
- Whole grain bread - 4 loaves
- Chicken breast topping - 1.5 kilograms
- Young cheese - 1,5 kilogram
- Hummus - 6 tubs
- Peanut butter - 2 jars
- Jam - 2 jars
- Butter - 500 grams
- Iceberg lettuce - 4 heads
- Cucumbers - 6 pieces
- Tomatoes - 2 kilograms
- Bell peppers - 12 pieces
- Carrots - 2 kilogram
- Red onions - 1 kilogram
- Apples - 50 pieces
- Bananas - 40 pieces
- Grapes - 3 kilograms
- Yogurt - 5 liters
- Muesli - 2 kilograms
- Pasta - 4 kilograms
- Pasta sauce - 8 jars
- Diced tomatoes - 8 cans
- Chickpeas - 6 cans
- Corn - 6 cans
- Grated cheese - 1,5 kilograms
- Chicken pieces - 3 kilograms
- Olive oil - 1 liter
- Salt - 1 pack
- Pepper - 1 can
- Italian herbs - 1 jar
- Garlic - 4 bulbs
- Ketchup - 1 bottle
- Mayonnaise - 1 bottle
- Chocolate cookies - 6 packs
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Mixed nuts - 2 kilograms
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Lemonade syrup - 3 bottles
- Spa Blauw - 10 bottles
- Sparkling water - 6 bottles
- Coffee - 4 packs
- Tea - 2 boxes
- Milk - 6 liters
- Sugar - 1 kilogram
- Honey - 1 jar
- Lemons - 10 pieces
- Dish soap - 2 bottles
- Sponges - 6 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Garbage bags - 30 pieces
- Hand soap - 4 bottles
- Paper napkins - 200 pieces

Cleaning

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

Tips

Plan reusable plates, bowls, glasses, and cutlery for everyone using the dining area, plus at least 10% extra. Count escorts and staff as well as participants, especially if meals are served in one sitting.
Allow two to three drinks per person for the first hour, then one drink per person per hour. Chill the drinks before arrival and bring coolers or thermos flasks if the venue has limited refrigeration.
Match activity equipment to your group assignments. Prepare one activity pack per group, and check that you have enough ropes, hoops, soft balls, blindfolds, cones, and stopwatches before shopping.
Pack registration supplies separately: name badges, printed participant lists, pens, scissors, and a clear table setup. Keep emergency contacts and dietary information with the registration materials, not in an unattended box.
Check power and communication equipment at least one day before the camp. Test Bluetooth speakers, the megaphone, extension cords, and power strips, and bring LED lanterns or string lights for rooms and outdoor areas that may be poorly lit.

Frequently asked questions

How much food and drink do I need for a leadership camp?: For drinks, plan two to three per person for the first hour and one per person for each additional hour. For food, count every participant, escort, and staff member, then add 10% extra for seconds, spills, or late arrivals.
What equipment is needed for leadership camp activities?: Prepare equipment for each assigned group rather than one shared pile. A practical starting point is one set of cones, ropes, hoops, soft balls, blindfolds, and stopwatches per activity station, with one spare set for damaged or missing items.
When should I buy supplies for a leadership camp?: Buy shelf-stable food, tableware, decorations, and activity materials at least three to five days before the camp. Buy chilled drinks one day before, and check all equipment and printed materials at least 24 hours before opening the venue.
What should I bring for leadership camp registration?: Bring name badges, the participant list, pens, scissors, and a table setup, with at least one badge per attendee plus 10% spare. Keep the registration list, dietary requirements, emergency contacts, and permission checks together in a clearly labelled folder.

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