Photo camp checklist: what to arrange and when

A photo camp needs more than cameras and a creative program. You also need a timed schedule, workshop space, consent forms, charged batteries, formatted memory cards, working laptops, and a clear plan for groups and assignments. Use this checklist to handle registrations and dietary information early, prepare the photo walks, and set up the studios and presentation equipment before participants arrive. Keep an indoor backup ready in case the weather changes.

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

Work out the program and times
2 people
Reserve workshop space
Document photo walk route
2 people
Send invitations
2 people
Process registrations
2 people
Collect consent forms
2 people
Collect dietary requirements
Check participant list
2 people
Divide groups for assignments
2 people
Write up photography assignments
2 people
Check the weather forecast
Prepare an indoor backup program
2 people
Inventory photo materials
2 people
Fully charging batteries
2 people
Format memory cards
2 people
Test laptops and software
2 people
Do the shopping
3 people
Prepare name badges
2 people
Sort printed materials
2 people
Set up work tables and chairs
4 people
Set up photo studios
4 people
Connect the projector and screen
2 people
Set up registration desk
2 people
Chill drinks
2 people
Set out lunch and snacks
3 people
Check safety route
2 people

Event

Receive participants
4 people
Explain the schedule and safety rules
3 people
Hand out cameras and accessories
4 people
Demonstrate basic photography
2 people
Guide the portrait session
5 people
Restock drinks and snacks
2 people
Serve dinner
5 people
Guide the photo walking route
6 people
Assist with evening photography
4 people
Transfer photos to laptops
4 people
Select and edit photos
6 people
Handle the photo presentation
3 people
Collect cameras and equipment
4 people

Aftercare

Collect waste
3 people
Wash dishes
3 people
Dismantle photo studios
4 people
Clear tables and chairs
4 people
Clean rooms
4 people
Load and store materials
3 people
Back up photos securely
2 people
Return borrowed equipment
2 people
Dispose of leftovers and waste
2 people
Share participant photos
2 people

What to bring

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

Furniture

Foldable tablesqty 6
Chairsqty 40
Clothing rack

Equipment

Digital camerasqty 12
Camera bagsqty 12
Tripodqty 6
Spare batteriesqty 24
Battery chargersqty 12
Memory cardsqty 18
Card readersqty 6
Laptopsqty 6
USB sticksqty 12
Projector
Projection screen
LED photo lampsqty 6
Extension cordsqty 8
Power stripsqty 8
Reflectorsqty 6

Photo material

Backdrop clothsqty 3
Backdrop clampsqty 12
Photo propsqty 20
Color filtersqty 6

Tableware

Reusable cupsqty 45
Platesqty 45
Cutlery setsqty 45
Pouring jugsqty 6
Serving traysqty 6

Catering

Coolersqty 4
Thermos flasksqty 4
Groceries

Office

Name badgesqty 45
Lanyardsqty 45
Notebooksqty 40
Ballpoint pensqty 50
Pencilsqty 40
Pencil sharpenersqty 6
Eraserqty 20
Printer paperqty 2
Thick markersqty 12
Paper tapeqty 6
Scissorsqty 6

Decorations

Welcome sign
Directional signsqty 8
Tableclothsqty 6

Safety

First aid kit
Flashlightsqty 6

Cleaning

Waste binsqty 6
Vacuum cleaner
Broomqty 2
Dustpan and brushqty 2
Mop headsqty 2
Bucketsqty 2

Tips

Set the program and timings before sending invitations. Include registration, workshops, photo walks, meal breaks, group assignments, and a final presentation so participants know what to expect.
Ask for consent forms and dietary requirements during registration, then check the participant list at least 3 days before camp. Use the final numbers to divide groups and plan lunch and snacks.
Prepare the camera kit the day before: fully charge every battery, format the memory cards, test each camera, and check that card readers, tripods, reflectors, and photo lamps are available.
Check the weather forecast 48 hours before the photo walk and confirm the route is practical for the group. Prepare an indoor program early enough that you can switch plans without rewriting the whole schedule.
Set up tables, chairs, studios, the registration desk, and the projector before participants arrive. Test laptops, software, extension cords, and the projection screen together rather than checking them separately.

Frequently asked questions

How far in advance should I plan a photo camp?: Start the program and reserve the workshop space at least 4 to 6 weeks ahead. Open registrations early enough to collect consent forms and dietary requirements before final group assignments.
When should I charge cameras for a photo camp?: Fully charge the batteries the day before and keep spare batteries and chargers together in the equipment area. Check the charge again on the morning of camp, especially if the cameras were used during setup.
What should I prepare for a photo walk if it rains?: Check the forecast 48 hours before the walk and prepare an indoor backup program at least 24 hours in advance. Keep the route notes and group assignments ready so you can announce the change quickly.
How many laptops and cameras do I need for a photo camp?: Plan one camera for each active participant or pair, depending on how the assignments are structured. For editing, aim for one laptop per 2 participants and test all laptops and software at least 1 day before the camp.

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.