A practical checklist for organising a teen week

A teen week involves more than booking a venue and planning activities. You need signed consent forms, emergency contacts, dietary information, sleeping arrangements, food, luggage transport and a clear programme before the group arrives. Work through the plan in stages: confirm the date and budget first, collect participant details next, then prepare transport, supplies and the venue. This checklist also highlights the details that are easy to leave until the last day, such as keys, medication, weather checks and kitchen equipment.

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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
3 people
Reserve venue and sleeping places
2 people
Set the budget and participant fee
2 people
Draw up a consent form
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
2 people
Check emergency contacts
2 people
Print participant lists
Purchase activities and games
2 people
Order groceries
2 people
Arrange Luggage Transport
2 people
Check the weather forecast
Arrange keys and access
2 people
Do the shopping
4 people
Sort groceries
3 people
Check materials
3 people
Set out first aid supplies and medication
2 people
Assign sleeping quarters
3 people
Set up kitchen supplies
3 people
Set up tables and chairs
4 people
Set up the registration table
2 people
Hang decorations
3 people
Test sound and music
2 people
Set out lunch and drinks
3 people

Event

Receive participants
4 people
Register attendance
2 people
Bring luggage to sleeping areas
4 people
Explain the house rules and program
3 people
Lead icebreaker games
4 people
Prepare evening meal
4 people
Serve dinner
4 people
Refill drinks
2 people
Support the evening program
5 people
Conduct lights-out round
3 people
Prepare breakfast
3 people
Serve breakfast
4 people
Lead morning games
5 people
Prepare lunch
3 people
Serve lunch
3 people
Support the sports tournament
6 people
Prepare dinner
4 people
Serve dinner
4 people
Host quiz night
4 people
Lead the morning walk
4 people
Guide creative workshops
6 people
Prepare barbecue
5 people
Serve barbecue
5 people
Lead the campfire evening
5 people
Set up the treasure hunt
4 people
Guide the scavenger hunt
6 people
Hand out lunch packs
3 people
Support the free afternoon
4 people
Prepare movie night
3 people
Supervise movie night
4 people
Explain the team assignments
5 people
Lead team assignments
6 people
Serve picnic lunch
4 people
Supervise water activities
6 people
Prepare dinner
4 people
Host variety night
6 people
Support a quiet morning
3 people
Prepare brunch
4 people
Serve brunch
4 people
Lead the workshops
6 people
Prepare the farewell dinner
5 people
Serve the closing dinner
5 people
Tidy up the variety night
5 people
Explain breakfast and departure
3 people
Gather luggage
4 people
Guide the final group activity
5 people
Serve lunch
3 people
See participants off
4 people

Aftercare

Sort materials
4 people
Clear the Sleeping Areas
5 people
Clear tables and chairs
4 people
Clean the kitchen
4 people
Collect waste
3 people
Clean the restrooms
3 people
Do final venue inspection
2 people
Return borrowed materials
2 people
Store leftover stock
2 people
Register lost property
2 people
Inform parents about found items

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 50
Beer tablesqty 6
Bench tablesqty 12
Coat racksqty 4
Storage cratesqty 20

Tableware

Reusable platesqty 60
Reusable bowlsqty 60
Disposable cupsqty 70
Mugsqty 50
Cutlery setsqty 60
Serving plattersqty 12
Serving spoonsqty 12
Scissorsqty 6

Kitchen

Cutting boardsqty 8
Chef’s knives and bread knivesqty 8
Measuring cupsqty 4
Mixing bowlsqty 8
Frying pansqty 4
Large cooking potsqty 4
Baking dishesqty 6
Colandersqty 4
Kitchen tongsqty 6
Wooden spoonsqty 8
Thermos flasksqty 6
Coolersqty 6
Core thermometersqty 2

Equipment

Bluetooth speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6
Projector
Projection screen
Laptop

Sports equipment

Footballsqty 4
Volleyballqty 3
Basketballsqty 3
Frisbeesqty 6
Rugby ballsqty 2
Vestsqty 40
Conesqty 30
Skipping ropesqty 10
Water balloonsqty 300
Outdoor gamesqty 4
Compass setsqty 8
Flashlightsqty 12
Puzzlesqty 6
Game cardsqty 8
Board gamesqty 10

Decorations

Buntingqty 12
Paper garlandsqty 10
Balloonsqty 100
Name badgesqty 60
Markersqty 30
Tapeqty 8
Ropeqty 4
Craft paperqty 10
Paint setsqty 8

Lighting

LED string lightsqty 8
LED lanternsqty 12
Spare batteriesqty 24

Cleaning

Bucketsqty 6
Mopsqty 6
Broom setsqty 4
Trash binsqty 8
Washing-up basinsqty 12
Cleaning glovesqty 12
Laundry basketsqty 6

Safety

First aid kitsqty 2
Bandagesqty 2
Safety vestsqty 10
Fire blanketsqty 2
Smoke detectorsqty 4

Catering

Groceries

Tips

Set the date, programme, venue and sleeping places before sending invitations. Include the participant fee and a clear registration deadline so you know how many beds, meals and activity materials to arrange.
Collect consent forms, dietary requirements and emergency contacts together during registration. Print the final participant lists before arrival and keep the medical information with the first-aid supplies rather than relying on memory.
Plan food by meal and by storage requirement. Order groceries early, check that you have coolers, thermos flasks, cooking pots and serving equipment, then sort the groceries before setting out lunch and drinks.
Confirm luggage transport, keys and venue access at least one day before the group arrives. A weather forecast check at the same point gives you time to adjust outdoor activities or move equipment indoors.
Allow a proper setup window before registration starts. Put out tables, chairs, coat racks and storage crates, assign sleeping quarters, test the speaker and microphone, and place first-aid supplies and medication where staff can reach them quickly.

Frequently asked questions

How far in advance should I organise a teen week?: Start at least 8 to 12 weeks before the planned start date. This gives you time to reserve sleeping places, set the fee, send invitations, process registrations and arrange luggage transport.
When should consent forms and emergency contacts be collected?: Request both with the registration and set a deadline at least 2 weeks before the teen week. Check the submitted information before printing participant lists, not on the morning of arrival.
How much food should I buy for a teen week?: Base the order on the confirmed number of participants and every planned meal, then add roughly 10% extra for snacks, seconds and unexpected changes. Finalise the quantity after the registration deadline and check dietary requirements before ordering.
What should be checked on the day before a teen week?: Check the weather, keys, access, luggage transport, materials, groceries and sleeping assignments one day before arrival. Test sound equipment and confirm that first-aid supplies and medication are ready before participants register.

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.