Rugby camp checklist: what to arrange and when

A rugby camp runs smoothly when registration, training groups, transport, food and field setup are handled in the right order. Start with participant information and emergency contacts, then build the training and match schedule around the available site and equipment. In the final days, check every rugby ball, pump, bib and tackle aid, prepare materials by session and set up clear registration and lunch areas. This checklist covers the planning details that are easy to overlook until camp morning.

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

Send invitations
Open the registration form
Process registrations
Collect dietary requirements
Check emergency contacts
Create group assignments
2 people
Develop training program
2 people
Create the match schedule
2 people
Confirm reservations
Send transportation information
Print participant list
Prepare name badges
2 people
Do the shopping
2 people
Check sports equipment
2 people
Sort materials per training
2 people
Fill coolers
2 people
Inspect the site
2 people
Mark out the field
3 people
Set up tables and chairs
3 people
Build party tents
4 people
Set up the registration table
2 people
Chill drinks
2 people
Set up lunch
3 people
Prepare first aid supplies
Give briefing to supervisors
3 people

Event

Receive participants
4 people
Register attendance
2 people
Hand out name badges
2 people
Explain the camp rules
2 people
Lead the warm-up
3 people
Give technical training
4 people
Refill the water stations
2 people
Serve fruit break
3 people
Collect practice materials
3 people
Support form groups
4 people
Refill drinks
2 people
Set up the dinner buffet
4 people
Serve dinner
4 people
Clearly indicate allergens
Collect tableware
3 people
Supervise the evening game
4 people
Serve tea and lemonade
2 people
Prepare the awards ceremony
2 people
Award prizes and certificates
2 people
Guide participants at departure
3 people
Collect lost items
2 people

Aftercare

Collect waste
3 people
Wash dishes
3 people
Clear tables and chairs
3 people
Clean sports equipment
2 people
Take down party tents
4 people
Clean the grounds
3 people
Empty and clean coolers
2 people
Return borrowed materials
2 people
Return lost property
Share photos with participants

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 50
Beer tablesqty 4
Coat racksqty 2

Sports equipment

Rugby ballsqty 20
Ball pumpsqty 3
Spare valvesqty 10
Conesqty 40
Marker conesqty 60
Training bibsqty 50
Tackle bagsqty 6
Tackle shieldsqty 4
Rugby goalsqty 2
Whistlesqty 6
Stopwatchesqty 4
Scoreboardsqty 2
Water bottlesqty 50
Goal Netsqty 4
Medal ribbonsqty 50
Certificatesqty 50
Prizesqty 6

Equipment

Megaphonesqty 2
Bluetooth speaker
Extension cordsqty 3
Power stripsqty 3
Rechargeable lampsqty 4

Tableware

Reusable cupsqty 60
Platesqty 60
Cutlery setsqty 60
Serving spoonsqty 8
Coffee potsqty 3
Thermos flasksqty 4

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Small bowlsqty 12
Serving tongsqty 6
Coolersqty 6
Food warmersqty 4
Kettlesqty 2
Jerry cansqty 4

Catering

Drink dispensersqty 3
Tableclothsqty 8
Food containersqty 10
Label cardsqty 30
Trash cansqty 6
Groceries

Decorations

Name badgesqty 50
Waterproof markersqty 12
Buntingqty 6
Rugby postersqty 8

Cleaning

Bucketsqty 4
Spongesqty 10
Dish brushesqty 4
Broom setsqty 3
Litter pickersqty 3
First aid kitsqty 2
Ice packsqty 20

Tips

Close registration early enough to process names, dietary requirements and emergency contacts before assigning groups. Print the final participant list and prepare name badges after the last changes, not several weeks in advance.
Plan the training programme and match schedule before sorting equipment. Count rugby balls, pumps, spare valves, cones, bibs, tackle bags, tackle shields, whistles and stopwatches for every session, then pack each session separately.
Send transport information with the meeting time and pickup details before camp day. Confirm reservations once registrations are processed so group assignments, meals and travel numbers match.
Inspect the site before participants arrive and mark out the field before setting up tables, chairs, tents and the registration table. Check where power is needed for the speaker, megaphone, lamps and other equipment.
Prepare food, drinks and first aid before the first training block. Fill coolers, chill drinks, set out water bottles and reusable cups, and give supervisors a briefing so they know the schedule and emergency procedure.

Frequently asked questions

How far in advance should I organise a rugby camp?: Start the registration and invitation process at least 6 to 8 weeks before camp. Aim to close registrations 7 to 10 days before the first session so you can confirm groups, dietary requirements, transport and reservations.
How do I plan a rugby camp training schedule?: Create the training programme before assigning equipment or groups, and allow at least 15 minutes between blocks for water, movement and resetting materials. Keep the match schedule separate and include a clear start and finish time for every game.
What should I check the day before a rugby camp?: Use the day before for the final participant list, name badges, shopping, equipment count and site inspection. Pack materials by training, charge or test powered equipment, fill coolers and confirm transport and supervisor details.
How many rugby balls and training items do I need?: Base the count on your group assignments and training stations, then add spare balls, valves and pumps for equipment failures. Prepare enough cones, bibs and tackle aids for every active station rather than moving one set between groups.

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.

Organize this event for free with Lizzt

Organize for free and invite your contacts!