Youth Week Checklist

A youth week needs more than a programme and a room. You need registrations, emergency contacts, permissions, transport, meals, volunteers and equipment coordinated before participants arrive. This checklist takes you from setting the date through opening the venue, with practical checks for sports gear, cooking supplies, printed information and weather changes. Use it to see what must happen early, what can wait until the final week and what is easy to overlook on the day.

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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
2 people
Reserve venue
Choose activities and games
3 people
Create the schedule
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Check permissions
2 people
Register emergency contacts
2 people
Assign volunteers
2 people
Book transportation
Plan meals
2 people
Make a shopping list
2 people
Check game materials
2 people
Check permits
Check the weather forecast
Print participant list
Make name badges
2 people
Do the shopping
3 people
Store refrigerated items
2 people
Distribute supplies per meal
2 people
Post the cooking schedule
Check first aid kit
Print phone numbers

Event

Open venue
2 people
Set up tables and chairs
4 people
Put up the information board
Set out the game fields
4 people
Open registration
3 people
Welcome participants
3 people
Group participants
3 people
Explain the rules
2 people
Lead icebreaker games
6 people
Set out drinks
2 people
Refill drinks
2 people
Prepare evening meal
5 people
Serve dinner
4 people
Supervise the evening game
6 people
Wash dishes
3 people
Lead the end-of-day wrap-up
3 people
Tidy the day room
4 people
Guide sports activities
6 people
Serve lunch and snacks
4 people
Prepare a hot meal
5 people
Serve the hot meal
4 people
Clear away sports equipment
3 people
Host quiz night
4 people
Guide creative workshops
6 people
Clean work tables
3 people
Prepare a meal
5 people
Serve the meal
4 people
Set up for movie night
3 people
Supervise movie night
4 people
Set up the treasure hunt
4 people
Guide the scavenger hunt
8 people
Distribute snacks
2 people
Prepare barbecue
5 people
Serve barbecue
5 people
Lead the campfire evening
5 people
Prepare the talent show
4 people
Host the talent show
6 people
Prepare the closing meal
5 people
Serve the Closing Meal
4 people
Hand out prizes and certificates
3 people
Lead the closing group activity
5 people
Gather the last items
4 people

Aftercare

Clear up the final venue
6 people
Deep clean the kitchen
3 people
Sort and remove waste
3 people
Inventory materials
2 people
Return borrowed items
2 people
Return transport vehicles
Register lost and found items
Inform parents about found items

What to bring

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

Furniture

Tablesqty 12
Chairsqty 70
Picnic benchesqty 6
Party tentsqty 3
Foldable tablesqty 4

Tableware

Reusable platesqty 80
Reusable bowlsqty 70
Reusable cupsqty 100
Reusable cutleryqty 100
Serving spoonsqty 12

Kitchen

Cooking potsqty 6
Frying pansqty 3
Cutting boardsqty 6
Chef's knifeqty 6
Mixing bowlsqty 8
Measuring cupsqty 4
Colandersqty 4
Coolersqty 6
Thermos flasksqty 6

Equipment

Portable speakersqty 2
Microphone
Projector
Projection screen
Extension cordsqty 6
Power stripsqty 6

Sports equipment

Footballsqty 6
Basketballsqty 4
Volleyballqty 3
Conesqty 30
Hoopsqty 20
Skipping ropesqty 20
Beanbagsqty 30
Badminton setsqty 6
Water spongesqty 40
Ropeqty 100
Compassqty 12
Flashlightsqty 20

Decorations

Buntingqty 12
Balloonsqty 100
Name badgesqty 80
Markersqty 30
Colored paperqty 10
Tapeqty 8
Craft paintqty 12
Brushesqty 30
Certificatesqty 70

Lighting

LED lampsqty 8
String lightsqty 6

Cleaning

Bucketsqty 6
Mopsqty 4
Broom setsqty 4
Hand broomsqty 4
Reusable cleaning clothsqty 30
Toilet brushesqty 3
Waste binsqty 8
First aid kitsqty 2
Fire blanketsqty 2

Catering

Groceries

Tips

Set the date and programme before booking transport or sending invitations. Include activity blocks, meal times, travel time and a realistic buffer between sessions.
Collect dietary requirements and emergency contacts during registration, then print the participant list and key phone numbers before the event. Keep one copy with the lead organiser and one at the venue.
Check permissions and permits early, especially if activities use outdoor space, amplified sound or transport. Set a personal deadline at least four weeks before the youth week so missing approvals do not affect the programme.
Test the practical setup before opening: connect the projector, screen, microphone and speakers, and check extension cords and power strips. Count sports equipment such as balls, cones and hoops against the activities schedule.
Plan food in working order, not just by menu. Shop close enough to the event to protect refrigerated items, store them safely, distribute supplies per meal and post the cooking schedule where volunteers will see it.

Frequently asked questions

How far in advance should I start planning a youth week?: Start at least eight weeks before the first day. Set the date, reserve the venue, build the programme and arrange transport first; permissions and registrations should follow before invitations go out.
What should I collect when young people register for youth week?: Collect participant details, emergency contacts and dietary requirements in the registration process. Close registrations at least one week before the event so you can print lists, prepare name badges and plan meals accurately.
When should I check the weather for an outdoor youth week?: Check the forecast 48 hours before the event and again on the morning itself. Decide in advance where party tents, indoor activities or schedule changes will be used if conditions are unsuitable.
How many volunteers do I need for a youth week?: Assign volunteers by responsibility before the programme starts, including meals, activities, transport and first aid. Confirm the final roster at least one week ahead and give each person their shift and contact details.

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.