Pentecost camp checklist: what to arrange and when

A Pentecost camp needs more than tents and a programme. You need a clear sequence for registrations, sleeping arrangements, food, transport information and site setup. Start with the date, campsite and permits, then collect participant details before assigning groups and beds. During the final week, check the forecast, count equipment, buy fresh food and prepare printed information. This checklist keeps the practical work together so arrival day is organised rather than rushed.

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

Confirm date and location
2 people
Reserve campsite
Check permits
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Collect emergency contacts
Create participant groups
2 people
Assign sleeping places
2 people
Create the program
3 people
Check game materials
2 people
Check the weather forecast
Send participant information
Check the shopping list
2 people
Count camping equipment inventory
2 people
Do the shopping
3 people
Collect fresh produce
2 people
Sort materials
3 people
Prepare meals
4 people
Print participant list
Print route and parking plan
Check the first aid kit
Prepare weather protection
2 people

Event

Mark the arrival area
2 people
Inspect the campsite
2 people
Build the kitchen tent
4 people
Set up the communal tent
4 people
Set up tables and chairs
4 people
Mark sleeping and luggage area
2 people
Set up the check-in desk
2 people
Fill coolers
2 people
Receive participants
3 people
Assign sleeping places
3 people
Take luggage to the tents
4 people
Explain the camp rules
2 people
Show the grounds and exits
2 people
Guide the afternoon activity
4 people
Chill drinks
2 people
Prepare evening meal
4 people
Set the tables
3 people
Serve dinner
4 people
Refill drinks
2 people
Check the campfire site
2 people
Support the evening program
4 people
Collect evening waste
2 people
Prepare breakfast
4 people
Serve breakfast
4 people
Refill coffee and tea
2 people
Do the morning dishes
3 people
Lead morning activity
4 people
Prepare lunch
4 people
Serve lunch
3 people
Supervise the afternoon game
5 people
Distribute snacks
2 people
Prepare dinner
4 people
Serve dinner
4 people
Wash dishes
3 people
Support the evening activity
4 people
Check night lighting
2 people
Prepare breakfast
4 people
Serve breakfast
4 people
Do the morning dishes
3 people
Support a day activity
5 people
Prepare lunch
4 people
Serve lunch
3 people
Support the championship
5 people
Handle prize ceremony
2 people
Prepare the final evening meal
4 people
Serve the final evening meal
4 people
Lead the campfire evening
4 people
Confirm departure times
Prepare breakfast
4 people
Serve breakfast
4 people
Take down personal tents
6 people
Take down the kitchen tent
4 people
Take down the communal tent
4 people
Check waste and site
4 people
Gather luggage
4 people
Check out participants
2 people
Carry out final site inspection
2 people
Load materials
4 people
Leave the site clean
4 people

Aftercare

Take waste to the collection point
2 people
Dry camping gear
3 people
Clean camping equipment
3 people
Clean tableware and cooking equipment
3 people
Put supplies back
2 people
Check borrowed items
2 people
Return borrowed items
2 people
Set aside damaged materials
Register lost property
Return lost property
Thank participants
Process final administration

What to bring

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

Furniture

Group tentsqty 8
Kitchen tent
Shared tent
Tablesqty 8
Folding chairsqty 45
Folding benchesqty 4
Check-in desk
Waste binsqty 6

Tableware

Reusable platesqty 50
Reusable bowlsqty 50
Reusable cupsqty 60
Mugsqty 50
Cutlery setsqty 50
Serving spoonsqty 8
Cutting boardsqty 4
Pitcherqty 6

Kitchen

Gas burnersqty 4
Gas cylindersqty 6
Large cooking potsqty 4
Frying pansqty 3
Kettlesqty 2
Coffee machinesqty 2
Thermos flasksqty 6
Coolersqty 6
Ice packsqty 30
Measuring cupsqty 4
Kitchen knivesqty 6
Mixing bowlsqty 6
Colandersqty 3
Potholdersqty 8

Equipment

Extension cordsqty 4
Power stripsqty 4
Mobile phone chargersqty 4

Lighting

LED lampsqty 8
String lightsqty 4
Headlampsqty 10
Flashlightsqty 6

Decorations

Buntingqty 8
Name badgesqty 50
Markersqty 12
Clipboardsqty 4

Sports equipment

Footballsqty 3
Volleyball net
Volleyballqty 2
Tug of war rope
Conesqty 20
Frisbeesqty 4
Game cardsqty 6
Board gamesqty 8
Trophiesqty 6

Cleaning

Dishpanqty 4
Dish brushesqty 4
Bucketsqty 6
Broomqty 3
Dustpan and brushqty 3
Mopsqty 4
Hand broomsqty 4
Drying racksqty 3
First aid kitsqty 2
Fire extinguishersqty 2

Catering

Groceries

Tips

Reserve the campsite and check permit requirements before sending invitations. Confirm the date, location, arrival time and any parking restrictions in the invitation so registrations do not create avoidable follow-up work.
Collect dietary requirements and emergency contacts with each registration, then set a clear closing date at least 7 days before camp. Keep the participant list updated before creating groups and assigning sleeping places.
Build the programme around meals, quiet hours and setup time. Leave at least 30 minutes between scheduled activities when moving groups, collecting equipment or changing locations.
Count camping and kitchen equipment before shopping. Check group tents, cooking pots, gas burners, coolers, reusable tableware and first-aid supplies separately; missing small items such as potholders, serving spoons or mugs are difficult to replace on site.
Send participant information 3–5 days before arrival and print the final participant list, route and parking plan. On the day, mark the arrival area, inspect the campsite and place the check-in desk where it is easy to find.

Frequently asked questions

How far in advance should I plan a Pentecost camp?: Start at least 8–12 weeks before the camp. Reserve the campsite and check permits first, then open registrations early enough to collect dietary requirements, emergency contacts and sleeping preferences.
When should I send Pentecost camp invitations?: Send invitations as soon as the date and location are confirmed, ideally 6–8 weeks before camp. Set a registration deadline at least 2 weeks before arrival so you can create groups and plan meals.
What should I check one week before a Pentecost camp?: Check the weather forecast, shopping list, equipment inventory, programme and participant information 7 days before arrival. This is also the right time to confirm fresh produce, transport details and any outstanding emergency contacts.
How do I organise meals for a Pentecost camp?: Finalise the number of eaters and dietary requirements at least 7 days beforehand. Prepare a shopping list with quantities, check cooking equipment and coolers, and collect fresh produce as close to departure as practical.

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.