GUIDE FOR ORGANISERS
How to plan a Christian camp: a step-by-step guide
From the purpose of the camp to the last evening around the fire — everything a church camp organiser needs to prepare, in the order it matters.
Updated September 2026
A well-run Christian camp stays with children and young people for years. For the organiser, though, it starts with months of preparation: the right venue, a balanced program, a team you can rely on and parents who feel at ease.
This guide gathers what we have learned hosting church camps in the Apuseni Mountains. Use it as a checklist, whether you are planning your church's first camp or want this year's to be one people remember.
Set the purpose and the audience
Before booking anything, answer two questions: who is the camp for, and what should participants take home with them? A children's camp looks nothing like a leaders' retreat or a whole-church camp.
Choose a central theme and a verse or message that ties the days together. A theme helps speakers, leaders and the worship team pull in the same direction.
Choose the dates and length
Summer is still the favourite season for children's and youth camps, and good venues fill early. For a camp in July or August, start talking to venues in winter. Winter and off-season camps work well for families, leaders and smaller groups.
For children and teenagers, 5–7 days is enough for the group to bond before tiredness sets in. A leaders' retreat or a family camp can work very well over a long weekend.
Estimate numbers and budget
Start with an interest list at church and add a margin for late sign-ups. You need a rough number for the accommodation quote and to know how many leaders you need.
- Accommodation and meals — usually the largest share of the budget.
- Transport to the venue and back.
- Paid activities: adventure park, ATV, horse riding, cave entry fees.
- Materials for lessons, games, prizes and camp T-shirts.
- An emergency fund and, if the church can, bursaries for children who cannot afford the fee.
Choose the right camp venue
The venue makes half of a camp's atmosphere. Before you sign, check point by point:
- Capacity: is there room for every participant and leader, with separate rooms for girls, boys and families?
- Meals: is full board included, or will you cook yourselves?
- Meeting space: is there a hall that fits the whole group for camp meetings, even when it rains?
- Outdoor space: sports pitches, meadows for games, a place for a campfire.
- On-site activities, so you don't depend on transport every afternoon.
- Access: a road a coach can use at that time of year, and the distance to the nearest hospital.
- Quiet: away from traffic and from other groups that could disturb your program.
Build the daily program
A good program alternates spiritual moments, physical activity and rest. Keep the main meetings for the morning and evening, and the afternoons for sports, hikes and team games.
Leave free time too: many of the most important conversations at camp happen between activities, not during them. Have a back-up plan for rainy days.
Build your team of leaders
Split participants into small groups, each with a responsible leader. Decide early who handles the program, music, games, health and communication with the venue.
Hold at least one preparation meeting before camp to walk the team through the program, the camp rules and what to do in an emergency.
Paperwork, safety and health
- Written parental consent for every participant under 18.
- A form with parents' contact details, allergies, medication and dietary restrictions.
- A first-aid kit and one team member responsible for medical issues.
- The list of participants by room and by group, available to every leader.
- Clear rules for leaving the camp, hikes and adventure activities.
- Check with the venue what safety equipment and instructors are provided for activities.
Packing list for participants
Send parents the list at least two weeks ahead. For a mountain camp, remember that nights are cool even in summer.
- Bible, notebook and pen.
- Warm clothes for the evening, a rain jacket and hiking shoes.
- Sports kit, swimsuit and towel.
- Torch, reusable water bottle, sunscreen and insect repellent.
- Personal medication, handed to a leader with instructions.
Talking to parents, and after camp
Hold a short meeting with parents before departure and share a few photos during the camp. Parents who feel at ease mean more children signing up next year.
After camp, collect feedback from participants and leaders while it is fresh, and hold a reunion at church. What worked well becomes the starting point for next year's camp.
Looking for a venue for your church camp?
At Ic Ponor, in the Apuseni Mountains, you will find beds for over 100 people, full board, a hall with a stage and activities for every age. Tell us how many you are and when, and we will send a quote.