Science camp checklist: what to arrange and when

A science camp needs more than experiments and a timetable. You need a suitable venue, tested activities, consent and emergency information, enough supervisors, and a reliable plan for meals and equipment. Start with the date, rooms and programme, then work through registrations, safety checks and group assignments. During the final week, test every trial, count the materials and confirm what must stay chilled. This checklist helps you keep the planning in order without leaving practical details until the last day.

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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 and rooms
Select research trials
2 people
Check safety risks
2 people
Prepare participation consent form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Collect emergency contacts
2 people
Assign participant groups
2 people
Schedule supervisors
2 people
Finalize the run sheet
2 people
Prepare worksheets
2 people
Make name badges
2 people
Count the sample materials
2 people
Test trial setups
3 people
Prepare presentation
Set up music and quiz
Check the shopping list
2 people
Do non-perishable shopping
2 people
Buy chilled groceries
2 people
Bring materials to the venue
3 people
Check venue and toilets
2 people
Print participant list
Prepare emergency information
Set up tables and chairs
4 people
Set up tasting stations
4 people
Set up kitchen and buffet
3 people
Set up the registration table
2 people
Prepare safety equipment
2 people
Chill drinks
2 people
Hang up signage
2 people
Brief chaperones
2 people

Event

Guide arrivals
3 people
Register attendance
2 people
Explain the program and rules
2 people
Assign teams
3 people
Lead the introductory trial
4 people
Supervise science stations
8 people
Refill drinks
2 people
Set out break snacks
2 people
Clean hands and worktables
3 people
Set up the dinner buffet
4 people
Serve dinner
5 people
Refill drinks
2 people
Collect tableware
3 people
Demonstrate evening test
3 people
Lead stargazing activity
5 people
Lead quiz rounds
3 people
Present prizes
2 people
Arrange participant pickup
3 people
Register departure
2 people

Aftercare

Sort test materials
3 people
Sort and dispose of waste
3 people
Clear tables and chairs
4 people
Clean the kitchen
3 people
Disinfect work tables
3 people
Check and clean the restrooms
2 people
Lock up the venue
2 people
Return borrowed materials
2 people
Collect lost and found items
Archive photos and files
Delete participant information

What to bring

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

Furniture

Tablesqty 10
Chairsqty 50
Buffet tablesqty 2
Registration desk
Stoolsqty 8

Equipment

Laptopsqty 4
Projector
Projector screen
Speaker
Microphone
Extension cordsqty 6
Power stripsqty 6
Charging cablesqty 8
Digital scalesqty 4
Stopwatchesqty 8
Flashlightsqty 12
Thermometersqty 8
Magnifying glassesqty 12
Binocularsqty 8
Compass setsqty 8
Tripodsqty 8
Safety gogglesqty 50
Lab coatsqty 45
Test tubesqty 50
Test tube racksqty 8
Plastic pipettesqty 100
Graduated cylindersqty 12
Plastic funnelsqty 12
Petri dishesqty 40
Magnetsqty 30
Crocodile clipsqty 30
LED lightsqty 30
Battery holdersqty 15
Copper wire rollsqty 8
AA batteriesqty 40
Mirrorsqty 8
Plastic tasting cupsqty 100
Skewersqty 200
Balloonsqty 100
Rope rollsqty 8
Funnel setsqty 8

Kitchen

Coolersqty 4
Thermos flasksqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Mixing bowlsqty 8
Measuring cupsqty 8
Measuring spoonsqty 8
Serving spoonsqty 6
Serving plattersqty 8
Kettlesqty 2

Tableware

Reusable cupsqty 60
Platesqty 60
Cutlery setsqty 60
Coffee cupsqty 30
Serving traysqty 4

Sports equipment

Conesqty 20
Hoopsqty 8
Soft ballsqty 8

Decorations

Name badgesqty 55
Badge holdersqty 55
Colored table linenqty 10
Round stickersqty 200
Chalkboardsqty 8
Directional signsqty 8

Lighting

LED string lightsqty 4
Outdoor lightsqty 4

Cleaning

Bucketsqty 4
Spongesqty 12
Microfiber clothsqty 20
Broom setsqty 3
Dustpan and brushqty 3
Waste binsqty 6

Catering

Groceries

Tips

Set the programme before inviting participants. Allow time for registration, group changes, meals, transitions and cleanup rather than filling every minute with activities.
Complete safety checks before ordering or preparing trial materials. Test each setup with the actual equipment, including power strips, extension cords, goggles and any kitchen tools.
Close registration at least 7 days before camp so you can assign groups, schedule supervisors, print the participant list and follow up on missing consent forms or emergency contacts.
Count sample materials by group, not just by total quantity. A shortfall discovered on the morning of camp is difficult to fix once participants are already assigned to stations.
Do non-perishable shopping first and buy chilled groceries shortly before the camp. Check the venue, toilets, presentation equipment and emergency information on arrival, before participants enter.

Frequently asked questions

How far in advance should I plan a science camp?: Set the date and reserve the venue and rooms at least 8 weeks ahead. Aim to have the programme, research trials and invitation details ready 4 to 6 weeks before the start date.
When should science camp registrations close?: Close registrations about 7 days before camp. This gives you time to collect dietary requirements and emergency contacts, assign participant groups, schedule supervisors and print the final list.
How many supervisors do I need for a science camp?: Plan supervision by activity and risk rather than using one fixed number. Each active trial should have an assigned adult, with additional cover for breaks, meals and groups moving between rooms; finalize the schedule at least 1 week ahead.
When should I test the science experiments?: Test every trial at least 7 days before camp, then check the setups again on the day of arrival. Count materials after testing and keep a written note of safety instructions, timings and equipment needed at each station.

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.