Writing Camp Checklist

A writing camp needs more than a programme and a stack of notebooks. You need a venue, supervisors, participant information, room assignments, workshop preparation and enough time to check every material before people arrive. Start with registrations and permissions, then build the programme around the available rooms and facilitators. On the day, leave time to prepare the registration table, test the projector and speaker, arrange the writing tables and explain the house rules before the first activity.

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

Reserve venue
Assign supervisors
Create the program
2 people
Create participant list
Send invitations
Process registrations
Collect permissions
Collect dietary requirements
Check emergency contacts
Assign rooms
2 people
Brief workshop facilitators
2 people
Print worksheets
Assemble writing kits
2 people
Do the shopping
2 people
Check materials
2 people

Event

Open venue
2 people
Clean the room
3 people
Set up tables and chairs
3 people
Set up writing tables
2 people
Set up the registration table
Receive participants
3 people
Explain the rooms and house rules
2 people
Lead the introduction game
2 people
Lead the writing workshop
2 people
Set out drinks
2 people
Prepare dinner
3 people
Serve dinner
3 people
Refill drinks
Clear away dishes
2 people
Lead the reading session
2 people
Lead evening writing session
2 people
Prepare evening snacks
Lead the evening round
3 people
Clean the kitchen
3 people
Prepare breakfast
3 people
Serve breakfast
3 people
Lead morning quiet time
2 people
Lead the feedback round
2 people
Check rooms
2 people
Hand out lunch packs
2 people
Collect the projects
2 people
Check out participants
2 people

Aftercare

Collect waste
3 people
Put furniture back
3 people
Clean writing spaces
3 people
Clean the kitchen and sanitary facilities
3 people
Sort materials
2 people
Return borrowed items
2 people
Share projects digitally
Return lost property

What to bring

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

Furniture

Tablesqty 8
Chairsqty 24
Coat racksqty 2
Stoolsqty 6

Tableware

Reusable platesqty 30
Reusable bowlsqty 30
Reusable cupsqty 40
Mugsqty 30
Cutlery setsqty 30
Serving plattersqty 6

Kitchen

Cutting boardsqty 3
Chef's knivesqty 3
Serving spoonsqty 4
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3

Equipment

Laptopqty 2
Projector
Projection screen
Portable speaker
Extension cordsqty 4
Power stripsqty 4

Lighting

Table lampsqty 8
String lightsqty 3

Writing supplies

Notebooksqty 24
Ballpoint pensqty 50
Pencilsqty 30
Erasersqty 24
Pencil sharpenersqty 12
Markersqty 12
Colored pencilsqty 8
A4 paperqty 2
Flipchart padsqty 3
Whiteboard markersqty 12
Sticky notesqty 12
Writing foldersqty 24

Decorations

Name badgesqty 30
Directional signsqty 8
Masking tapeqty 4

Sleeping gear

Air mattressesqty 20
Sleeping matsqty 24
Cushionsqty 24
Blanketsqty 24

Cleaning

Bucketsqty 3
Mopsqty 3
Hand broomsqty 2
Dustpan and brushqty 2
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the camp so you can process names, permissions, dietary requirements and emergency contacts before assigning rooms.
Prepare one writing kit per participant, then add at least 10% extra notebooks, pens, pencils and erasers. Check pencil sharpeners and markers before packing the kits.
Brief workshop facilitators no later than 3 days before the camp. Include the timetable, room, group size, worksheets, equipment and what to do if a session finishes early.
Open the venue at least 90 minutes before participants arrive. Use the first 30 minutes for cleaning, then set up tables, chairs, writing tables, the registration table and room signs.
Test the laptop, projector, projection screen, portable speaker, extension cords and power strips before the introduction starts. Set out drinks only after the tables and equipment are safely in place.

Frequently asked questions

How early should I start planning a writing camp?: Start at least 6 weeks before the camp if you need to reserve a venue, recruit supervisors and coordinate workshop facilitators. Aim to have the programme and participant list ready 2 weeks before the event.
When should writing camp registrations close?: Close registrations 7 to 10 days before the camp. That gives you time to collect permissions, dietary requirements and emergency contacts, then assign rooms and prepare materials for the final number of participants.
How many writing supplies do I need per participant?: Prepare one notebook and at least one working pen per participant, plus pencils, erasers and access to sharpeners and markers. Add roughly 10% spare supplies so a lost or faulty item does not interrupt a workshop.
How much setup time does a writing camp need?: Plan for at least 90 minutes before participants arrive. Cleaning, arranging tables and chairs, setting up the writing and registration tables, checking the equipment and preparing drinks usually takes longer than expected.

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.