Musical camp checklist: what to arrange and when

A musical camp combines rehearsals, accommodation or shared rooms, meals, costumes, props and a final performance, so small omissions can quickly disrupt the schedule. Start with the date, programme and venue, then work through registrations, consent forms, dietary information and emergency contacts. Before participants arrive, prepare scripts, role assignments, music, rehearsal timetables and costumes. Leave time to test microphones, speakers, lighting and power connections, and allow a clear handover for packing everything away.

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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 rehearsal rooms
Send invitations
2 people
Process registrations
2 people
Collect consent forms
2 people
Collect dietary requirements
Check emergency contacts
2 people
Print participant lists
Print scripts
2 people
Prepare the role distribution
2 people
Gather music files
Print rehearsal schedule
Select costumes
3 people
Gather props
3 people
Test the equipment
2 people
Do the shopping
3 people
Wash and sort costumes
2 people
Prepare decorations
3 people
Pack up materials
2 people

Event

Open rooms
2 people
Set up tables and chairs
4 people
Set up rehearsal rooms
3 people
Clear the stage area
3 people
Set up sound and microphones
3 people
Test lighting and power
2 people
Set up the reception desk
2 people
Receive participants
3 people
Hand out name stickers
2 people
Register attendance
2 people
Explain the camp rules
2 people
Lead a voice and movement warm-up
3 people
Distribute scripts and roles
2 people
Rehearse scenes
6 people
Set out drinks for the break
2 people
Serve snack breaks
2 people
Refill drinks
2 people
Try on costumes
4 people
Set out props
3 people
Serve the meal
4 people
Collect tableware
2 people
Prepare the performance space
4 people
Run the technical rehearsal
6 people
Welcome the audience
3 people
Perform the musical
8 people
Lead the applause moment
2 people
Return clothing and props
4 people
Serve the last drinks round
2 people
Ensure participants leave safely
3 people

Aftercare

Collect waste
3 people
Wash dishes
3 people
Clean rooms
4 people
Dismantle technical equipment
3 people
Put furniture back
4 people
Check and pack materials
2 people
Return borrowed items
2 people
Wash and store costumes
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 45
Clothes racksqty 4
Foldable tablesqty 2

Tableware

Reusable cupsqty 50
Platesqty 45
Cutlery setsqty 45
Serving plattersqty 8
Serving spoonsqty 6

Kitchen

Coolersqty 3
Water jugsqty 6
Thermos flasksqty 3
Cutting boardsqty 3
Chef's knifeqty 3
Measuring cupsqty 2
Coffee maker
Kettleqty 2

Equipment

Bluetooth speakersqty 2
Wireless microphonesqty 3
Microphone standsqty 3
Mixer
Laptop
Extension cordsqty 6
Power stripsqty 5
Gaffer tapeqty 4
Music standsqty 6
USB sticksqty 3

Lighting

LED spotlightsqty 4
String lightsqty 3

Decorations

Backdrop clothsqty 3
Buntingqty 8
Balloonsqty 100
Balloon pumpqty 2
Stage signsqty 6
Decorative boxesqty 8
Prop cratesqty 4
Hand mirrorsqty 6
Costume accessoriesqty 30
Clothes hangersqty 50
Name stickersqty 50
Waterproof markersqty 12
Paper tableclothsqty 8

Cleaning

Washing-up tubsqty 2
Cleaning bucketsqty 3
Broomqty 2
Floor squeegeeqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Set the programme before inviting participants. Block out rehearsal rooms, meal breaks, costume changes and performance time so you can identify clashes before registrations open.
Close registrations early enough to process consent forms, dietary requirements and emergency contacts. Print the final participant list only after these details have been checked.
Prepare one working set of scripts, role assignments, music files and rehearsal schedules for each rehearsal room. Keep a spare printed copy of the schedule in case the laptop or printer is unavailable.
Test the sound setup in the actual room at least one day before camp starts. Check the mixer, wireless microphones, microphone stands, speakers, extension cords, power strips and gaffer tape rather than testing only the laptop.
Wash and sort costumes and group props before packing them. Keep cups, plates, cutlery, serving equipment, coolers, water jugs and thermos flasks together so meal service does not compete with rehearsal setup.

Frequently asked questions

How far in advance should I organise a musical camp?: Set the date and reserve the venue and rehearsal rooms at least 8–12 weeks ahead. Open registrations only after the programme, room plan and participation requirements are clear.
When should I collect consent forms and dietary requirements?: Request both when participants register, with a closing date at least 3 weeks before camp. Review the information again 7 days before arrival and give staff the final lists.
How much rehearsal and technical setup time do we need?: Allow at least 60 minutes to open and arrange the rooms, then schedule 90–120 minutes for sound, microphones and lighting tests before the first full run-through. Keep a 30-minute buffer for troubleshooting.
When should costumes, props and scripts be ready?: Finish role distribution and print scripts at least 2 weeks before camp. Wash, sort and label costumes and props no later than 3 days before arrival, leaving the final day for missing items and room 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.