Skating camp checklist: what to arrange and when

A skating camp runs smoothly when rink time, participant information, equipment and food are coordinated before the group arrives. Start with the rink booking and supervision plan, then collect registrations, permissions, dietary requirements and medical information. In the final week, match skate sizes, check helmets and protective gear, prepare lists and portion snacks. On the day, set up the reception desk, catering point and safety signs before receiving participants.

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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

Reserve ice rink
Assign supervisors
Send invitations
2 people
Process registrations
2 people
Collect permissions
2 people
Collect dietary requirements
Check medical information
2 people
Create group assignments
2 people
Finalize the program
2 people
Inventory the Skate Sizes
2 people
Reserve skates
Create a shopping list
2 people
Do the shopping
3 people
Check the skates and helmets
2 people
Prepare name labels
2 people
Print participant lists
Prepare meals
3 people
Portion snacks
2 people
Fill coolers
2 people
Bring materials to the venue
3 people
Set up the reception desk
2 people
Set up tables and chairs
3 people
Set up catering point
3 people
Hang safety signs
2 people

Event

Receive participants
4 people
Register attendance
2 people
Hand out the skates
4 people
Check helmets and protective gear
3 people
Give safety instructions
3 people
Guide the first skating round
6 people
Refill drinks
2 people
Distribute snack breaks
3 people
Supervise the second skating session
6 people
Serve dinner
4 people
Collect tableware and waste
3 people
Lead the third skating round
6 people
Serve hot drinks
3 people
Take a final group photo
2 people
Collect skates
4 people
Check out participants
3 people

Aftercare

Clean up catering
3 people
Collect materials
3 people
Wash dishes
3 people
Clean the venue
4 people
Dispose of waste
2 people
Return skates
2 people
Return borrowed materials
2 people
Register lost and found items
Inform parents about aftercare

What to bring

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

Furniture

Tablesqty 8
Chairsqty 20
Foldable tablesqty 3
Coat racksqty 4

Sports equipment

Ice skatingqty 45
Ice hockey helmetsqty 45
Wrist guardsqty 45
Knee padsqty 45
Skating aidsqty 6
Conesqty 20
Whistlesqty 6
Training bibsqty 45

Equipment

Coolersqty 4
Thermos flasksqty 6
Kettlesqty 2
Extension cordsqty 3
Power stripsqty 3
Mobile phonesqty 4

Tableware

Reusable cupsqty 60
Reusable platesqty 60
Cutlery setsqty 60
Soup bowlsqty 60
Serving spoonsqty 6

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving plattersqty 8
Storage binsqty 10
Measuring cupsqty 2
Kitchen tongsqty 4

Cleaning

Cleaning glovesqty 6
Dish brushesqty 4
Microfiber clothsqty 12
Bucketsqty 4
Broom and dustpanqty 2
Mop setsqty 2

Lighting

Battery lampsqty 4

Catering

Groceries

Tips

Book the ice rink and assign supervisors before sending invitations, so the available capacity and adult-to-child coverage are clear from the start.
Close registrations early enough to review permissions, dietary requirements and medical information at least 7 days before camp begins.
Inventory skate sizes as registrations come in, then reserve the required skates and check every pair of skates and helmet before the event day.
Prepare participant lists, name labels and group assignments no later than the day before camp; keep a printed copy at the reception desk.
Bring meals, portioned snacks, filled coolers and venue materials together in labelled storage bins. Set up tables, chairs, catering equipment and safety signs before participants arrive.

Frequently asked questions

How far in advance should I book an ice rink for a skating camp?: Book the rink at least 6 to 8 weeks in advance, especially if the camp needs a fixed block of ice time. Confirm the booking before opening registrations.
When should skating camp registrations close?: Close registrations 7 to 10 days before the camp. This leaves time to collect permissions, dietary and medical information, create groups and match skate sizes.
How many supervisors do I need for a skating camp?: Plan one supervisor for every 8 to 10 participants, then adjust for age, skating ability and rink rules. Assign the supervisors before invitations are sent so responsibilities are clear.
When should I check skates, helmets and protective equipment?: Complete the equipment check 1 to 2 days before camp, including skate sizes, helmets, wrist guards, knee pads and skating aids. Set aside damaged or unsuitable items before loading the materials.

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