Taekwondo camp checklist: what to arrange and when

A taekwondo camp needs more than coaches, mats and a training plan. You also need firm limits on attendance, medical and consent information, room bookings, meal arrangements and a clear schedule for groups. Start with the date, venue and staff, then move to registrations and participant details before checking equipment and supplies. Use the final days for printing, shopping, packing and confirming what must be ready when participants arrive.

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
Confirm coaches and supervisors
Set the participant limit
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Collect medical details
Collect consent forms
2 people
Check emergency contacts
2 people
Create the schedule and group assignments
2 people
Confirm training room reservation
Confirm the dining area reservation
Send parent information
Print participant list
Prepare name labels
2 people
Check training equipment
2 people
Check first aid supplies
Check the shopping list
2 people
Do the shopping
2 people
Chill drinks
2 people
Bring materials to the venue
3 people
Roll out training mats
3 people
Set up tables and chairs
3 people
Set up registration desk
2 people
Set up the dining area
3 people
Set up water stations
2 people
Set up the first aid station
Hold a briefing for supervisors
3 people

Event

Receive participants
4 people
Register attendance
2 people
Explain the group rules
2 people
Lead the warm-up
3 people
Provide technical training
3 people
Distribute water and fruit
3 people
Lead team games
4 people
Refill drinks
2 people
Set up the dinner buffet
4 people
Serve dinner
4 people
Distribute diet meals
2 people
Clear away dishes and trash
3 people
Assist with evening training
3 people
Give demonstrations
3 people
Lead the closing group activity
4 people
Check out participants
3 people
Inform parents on departure
2 people

Aftercare

Collect training materials
3 people
Clean and store the mats
3 people
Wash dishes
3 people
Collect and remove waste
2 people
Clean rooms
3 people
Put furniture back
3 people
Register lost and found items
Call parents about items
Clear away leftover groceries
2 people
Return borrowed materials
2 people
Send a thank-you gift to participants

What to bring

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

Furniture

Tablesqty 6
Chairsqty 40
Registration desk
Waste binsqty 4

Sports equipment

Taekwondo matsqty 30
Stair cushionsqty 12
Crash matsqty 8
Head protectorsqty 20
Breast padsqty 20
Shin guardsqty 20
Arm guardsqty 20
Conesqty 20
Skipping ropesqty 12
Team ribbonsqty 4
Stopwatchqty 2
Whistlesqty 3
Scoreboardsqty 4
Sports bagsqty 4

Tableware

Reusable drinking cupsqty 40
Reusable platesqty 40
Reusable cutleryqty 40
Serving spoonsqty 6
Thermos flasksqty 4

Kitchen

Coolersqty 4
Cutting boardsqty 3
Kitchen knivesqty 3
Serving plattersqty 8
Serving jugsqty 4

Equipment

Bluetooth speaker
Extension cordsqty 3
Rechargeable batteriesqty 8

Decorations

Name labelsqty 40
Markersqty 12
A4 planning boardsqty 4

Cleaning

Cleaning bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2
Disinfecting wipesqty 4
Hand soap dispensersqty 3
Paper towel dispensersqty 3

Safety

First aid kitsqty 2
Instant cold packsqty 6
Disposable glovesqty 20
Flashlightsqty 3

Catering

Groceries

Tips

Set the participant limit before sending invitations. It determines how many coaches and supervisors you need, how groups are assigned and whether the training room, dining area and equipment can handle the full camp.
Collect dietary requirements, medical details, consent forms and emergency contacts during registration rather than chasing them later. Set a clear deadline at least 7 days before camp so the schedule, meals and safety information can be checked in time.
Build the timetable around training groups and meal breaks, not just coach availability. Assign each group a coach or supervisor and leave at least 10 minutes between activities for moving through the venue and getting equipment ready.
Check protective equipment and safety supplies several days before the camp. Count the mats, crash mats, stair cushions and protective gear, then replace or borrow missing items before the venue setup day.
Pack the camp in separate registration, training and dining groups. Chill drinks before arrival, bring the printed participant list and name labels to the registration desk, and allow at least 60 minutes on site for mats, tables, chairs and the dining area.

Frequently asked questions

How far in advance should I plan a taekwondo camp?: Fix the date, location and coaching team at least 8 weeks ahead. Open registrations 4 to 6 weeks before the camp, with a deadline about 7 days before arrival for medical details, dietary requirements and consent forms.
What information should parents provide for a taekwondo camp?: Collect the participant’s full name, emergency contact, medical details, dietary requirements and signed consent form. Ask parents to submit everything no later than 7 days before camp so supervisors and meal planning can be prepared.
How much setup time does a taekwondo camp need?: Allow at least 60 minutes before registration starts. Rolling out mats, checking protective equipment, setting up the registration desk, arranging tables and chairs, and preparing the dining area take longer than a quick equipment check.
When should I finalise the taekwondo camp schedule?: Complete the schedule and group assignments 5 to 7 days before camp, after registrations close. Print the participant list and prepare name labels the day before, then keep a digital backup for last-minute changes.

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.