Vacation week checklist: what to arrange and when

A vacation week involves more than booking a room and choosing activities. You need a clear program, participant information, transport, supervisors, excursions, meals, and equipment ready before the first arrival. Start with bookings and registrations, then confirm practical details and prepare the venue during the final days. This checklist helps you keep the week on track, including the small items people often remember too late, such as dietary requirements, name badges, power supplies, and a printed run sheet.

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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

Finalize the program
2 people
Reserve the venue and rooms
Record day activities
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Arrange transportation for participants
2 people
Schedule the supervisors
2 people
Make excursion reservations
Select music and activities
2 people
Check participant list
2 people
Prepare name badges
2 people
Print the run sheet
Do the shopping
3 people
Check materials
2 people
Prepare activity tables
3 people
Stock the refrigerators
2 people
Set up the reception desk
2 people
Hang decorations
3 people
Set up tables and chairs
4 people
Set out coffee and tea
2 people

Event

Welcome participants
4 people
Hand out name badges
2 people
Assist with opening program
3 people
Serve coffee and pastries
3 people
Refill drinks
2 people
Serve dinner buffet
4 people
Host music night
3 people
Set out morning coffee
2 people
Escort the shuttle bus for the outing
4 people
Hand out lunch packs
3 people
Lead a creative workshop
3 people
Replenish workshop materials
2 people
Set up lunch buffet
3 people
Lead bingo
3 people
Facilitate board games
4 people
Host quiz night
3 people
Lead the walk
4 people
Host the music afternoon
3 people
Lead singalong
3 people
Prepare barbecue
4 people
Serve barbecue
5 people
Support Terrace Activities
3 people
Serve the closing brunch
4 people
Hand out reminders
2 people
Guide the closing performance
3 people
See participants off
4 people

Aftercare

Wash dishes
3 people
Clear tables and chairs
4 people
Collect waste
2 people
Clean the rooms
3 people
Sort materials
2 people
Return borrowed items
2 people
Store leftovers
2 people
Hand over the venue
2 people

What to bring

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

Furniture

Foldable tablesqty 12
Chairsqty 60
Buffet tablesqty 3
Stoolsqty 6
Coat racksqty 3

Tableware

Coffee cupsqty 70
Glassesqty 100
Platesqty 80
Bowlsqty 60
Knivesqty 80
Forksqty 80
Spoonsqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Serving spoonsqty 8
Serving plattersqty 10
Coolersqty 4
Food warmersqty 4

Equipment

Bluetooth speakersqty 2
Microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Projector
Projection screen

Decorations

Buntingqty 8
Balloonsqty 100
Tableclothsqty 12
Flower arrangementsqty 8
Name badgesqty 70
Pensqty 30

Sports equipment

Walking sticksqty 10
Bocce ballsqty 2
Cornhole setsqty 2
Soft ballsqty 6

Game materials

Bingo cardsqty 100
Bingo cage
Bingo cardsqty 100
Board gamesqty 12
Quiz formsqty 70
Puzzlesqty 6

Creative

Painter's canvasesqty 60
Acrylic paint setsqty 10
Brushesqty 60
Mixing palettesqty 20
Apronsqty 20
Colored pencilsqty 20
Craft paperqty 200
Scissorsqty 20

Lighting

LED lampsqty 8
String lightsqty 4

Cleaning

Waste binsqty 6
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Dish brushesqty 4

Catering

Groceries

Tips

Finalize the program and reserve the venue and rooms before sending invitations. Participants need the dates, daily structure, accommodation details, and registration deadline in one clear message.
Process registrations at least two weeks before the vacation week, then collect dietary requirements and emergency information. Use the final participant list to arrange transport, rooms, supervisors, and name badges.
Make excursion reservations and confirm transportation no later than 7 days before the start. Check departure times against the program and keep a copy of the participant list with the responsible supervisors.
Complete shopping and materials checks 2–3 days ahead, including coffee supplies, tableware, activity materials, decorations, and anything that needs refrigeration or warming. Test the coffee machines, kettles, speakers, microphones, projector, and extension cords before setup day.
Print the run sheet and prepare the reception desk on the day before arrival. Set up tables, chairs, activity tables, refreshments, name badges, and signage so welcoming participants does not compete with last-minute room changes.

Frequently asked questions

How far in advance should I plan a vacation week?: Start the main planning 6–8 weeks beforehand. Reserve the venue, rooms, transport, excursions, and supervisors first; finalize registrations and dietary requirements about 2 weeks before the start.
When should I send invitations for a vacation week?: Send invitations as soon as the dates, venue, rooms, and basic program are confirmed, ideally 4–6 weeks in advance. Set a registration deadline around 2 weeks before the week begins.
When should I confirm transport and excursions?: Confirm transport and excursion reservations at least 7 days before the start. Recheck times, capacity, meeting points, and the final participant list 1–2 days before departure.
What should be ready the day before a vacation week?: The day before, print the run sheet, prepare name badges, check materials, set up the reception desk, and arrange tables and chairs. Also test power, audio, projection, coffee equipment, and refrigeration before participants arrive.

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.