Youth Week organising checklist

A Youth Week programme combines registrations, activities, food, music and supervision, so small omissions can cause problems on the day. Finalise the programme and venue first, then confirm participants, consent forms, dietary needs and the marshal schedule. During the final week, check bookings, materials, equipment and the weather. On the day, allow time for registration, room setup, activity stations, sound checks and clearly labelled meals.

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

Finalize the program
3 people
Reserve venue and rooms
2 people
Check permits and agreements
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
2 people
Collect consent forms
2 people
Check participant list
2 people
Create the marshal schedule
2 people
Confirm reservations
2 people
Order activity materials
2 people
Arrange music and copyright
Check the weather forecast
Do the shopping
4 people
Collect materials
3 people
Label diet meals
2 people
Inspect venue
3 people
Prepare the registration table
2 people
Test the equipment
2 people
Set up tables and chairs
5 people
Set up party tents
5 people
Hang decorations
3 people
Set up activity stations
5 people
Set up sound system
2 people
Set up the dining area
3 people
Chill drinks
2 people
Prepare snacks
4 people
Give briefing to supervisors
4 people
Set up the day schedule
3 people

Event

Staff the registration desk
2 people
Lead the welcome activity
4 people
Group participants
3 people
Guide sports activities
6 people
Refill drinks
2 people
Serve snacks
3 people
Serve dinner
5 people
Host game night
5 people
Host music night
3 people
Lead the workshops
6 people
Serve lunch and fruit
4 people
Host karaoke
3 people
Supervise movie night
3 people
Lead creative activities
5 people
Supervise outdoor games
6 people
Prepare barbecue
5 people
Serve barbecue
6 people
Host quiz night
4 people
Host the talent show
5 people
Support the closing party
6 people
Collect waste
3 people
Wash dishes
3 people
Check toilets
2 people
Clean the venue daily
4 people
Store materials daily
4 people

Aftercare

Create final materials count
3 people
Remove decorations
4 people
Clear tables and chairs
5 people
Take down party tents
5 people
Pack equipment
3 people
Wash and store the dishes
4 people
Dispose of waste
3 people
Thoroughly clean the venue
5 people
Return borrowed items
2 people
Store leftover stock
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 70
Beer tablesqty 6
Registration desk
Clothing rackqty 2

Tableware

Reusable platesqty 80
Reusable bowlsqty 70
Reusable cupsqty 100
Knivesqty 80
Forksqty 80
Spoonsqty 80
Serving spoonsqty 12
Small bowlsqty 16
Thermos flasksqty 8

Kitchen

Cutting boardsqty 8
Chef's knivesqty 6
Coolersqty 8
Food warmersqty 6
Barbecuesqty 3
Pliersqty 8
Measuring cupsqty 4

Equipment

Bluetooth speakersqty 4
Wireless microphonesqty 2
Projector
Projection screen
Extension cordsqty 8
Power stripsqty 8
Charging stationsqty 3

Lighting

LED light stringsqty 8
LED lampsqty 12
Flashlightsqty 8

Decorations

Buntingqty 10
Balloonsqty 150
Colored paperqty 10
Tapeqty 12
Markersqty 40

Sports equipment

Footballsqty 6
Basketballsqty 4
Volleyball net
Volleyballsqty 4
Conesqty 40
Skipping ropesqty 12
Hoopsqty 12
Frisbeesqty 10
Water balloonsqty 300
Game cardsqty 12
Board gamesqty 10
Board gamesqty 8

Catering

Groceries

Tips

Set a firm registration deadline at least 7 days before Youth Week starts. Use the final participant list to check consent forms, dietary requirements and marshal coverage rather than relying on sign-in details.
Confirm the venue, rooms and reservations at least 14 days ahead, including access times and any arrangements for party tents, tables, chairs and the eating area.
Test the projector, screen, Bluetooth speakers and wireless microphones before participants arrive. Check extension cords, power strips and charging stations at the same time so setup does not depend on one outlet.
Complete the food plan 2 to 3 days before the event. Label dietary meals before serving and keep coolers, food warmers, reusable tableware and serving utensils together in the eating area.
Inspect the location on the morning of Youth Week and leave at least 60 minutes for tables, chairs, tents, activity stations, decorations and sound equipment. Check the weather before deciding whether outdoor activities need a change of plan.

Frequently asked questions

How far in advance should I organise Youth Week?: Start at least 4 to 6 weeks ahead if the programme uses multiple rooms, bookings or outdoor activities. Finalise the programme and venue first, then send invitations and set a registration deadline around 7 days before the event.
When should Youth Week registrations close?: Close registrations 7 days before Youth Week where possible. That gives you time to check the participant list, collect missing consent forms, confirm dietary requirements and prepare the marshal schedule.
How much time do I need to set up Youth Week?: Allow at least 60 minutes for the main setup, and 90 minutes if you are using party tents, several activity stations or a projector and sound system. Include time for a location inspection and equipment test before participants arrive.
When should I check the weather for Youth Week?: Check the forecast 48 hours before the event and again on the morning itself. Use those checks to confirm outdoor arrangements, party tents and any changes needed for activities or room setup.

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.