5-Day Summer Camp Planning Checklist

A five-day summer camp needs more than a campsite and a programme. You need participant information, consent and medical details, transport, sleeping arrangements, meals, equipment and a reliable safety plan. Start with the date and site, then work through registrations and logistics before preparing the programme and shopping. This checklist keeps the work in order and highlights details that are often left until the final week, such as chilled food, attendance records and tent materials.

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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 camp date and site
2 people
Create the participant list
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Collect medical information
Check consent forms
2 people
Send participant information
Arrange transport to camp
2 people
Reserve campsite
Reserve activity locations
2 people
Create room groups and tent layout
2 people
Develop the day programme
3 people
Collect game materials
2 people
Print campsite rules
Print emergency contacts
Check tent materials
2 people
Check cooking equipment
2 people
Restock first aid supplies
Check the shopping list
2 people
Do the shopping
3 people
Sort non-perishable groceries
2 people
Store chilled products in the fridge
2 people
Load luggage and materials
4 people
Prepare attendance list

Event

Inspect the site and sanitary facilities
2 people
Fence off the campsite
2 people
Set up the tents
5 people
Set up the kitchen tent
3 people
Set up tables and chairs
3 people
Receive participants
4 people
Register attendance
2 people
Take luggage to the tents
4 people
Explain camp rules and grounds
3 people
Lead the introduction game
3 people
Prepare dinner
3 people
Serve dinner
3 people
Refill drinks
Supervise the evening game
4 people
Carry out evening round
3 people
Prepare breakfast
3 people
Serve breakfast
3 people
Guide morning game
4 people
Prepare lunch packs
3 people
Guide the afternoon excursion
5 people
Prepare dinner
4 people
Serve dinner
3 people
Lead the campfire evening
4 people
Set out day two schedule
2 people
Prepare breakfast and coffee
3 people
Support the sports tournament
4 people
Prepare lunch
3 people
Guide the craft activity
3 people
Refill afternoon drinks
Prepare barbecue
4 people
Serve barbecue
4 people
Supervise the night game
5 people
Provide breakfast
3 people
Supervise the orienteering tour
5 people
Serve lunch
3 people
Support the free afternoon
4 people
Cook dinner
4 people
Host variety night
4 people
Prepare breakfast and lunch packs
3 people
Guide the closing group game
4 people
Clear the tents
5 people
Gather luggage
4 people
Serve the Final Lunch
3 people
See participants off
4 people

Aftercare

Take down tents
5 people
Pack kitchen equipment
3 people
Collect and sort waste
3 people
Clean the grounds
4 people
Clean the restroom
2 people
Prepare campsite handover
2 people
Unload materials
4 people
Let camping gear dry
2 people
Clean materials
3 people
Return rented materials
2 people
Return lost and found items
Inform parents about wrap-up

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 36
Beer tablesqty 4

Camping

Tents for participantsqty 8
Leader tent
Kitchen tent
Ground tarpsqty 10
Air mattressesqty 30
Sleeping bagsqty 30
Cushionsqty 30
Picnic blanketsqty 6
Tent pegsqty 80
Hammerqty 4
Ropeqty 3

Tableware

Reusable platesqty 40
Reusable bowlsqty 40
Reusable cupsqty 50
Mugsqty 40
Cutlery setsqty 40
Serving spoonsqty 8
Cutting boardsqty 5
Kitchen knivesqty 6

Kitchen

Large cooking potsqty 4
Frying pansqty 2
Mixing bowlsqty 4
Measuring cupsqty 3
Kettlesqty 2
Coffee machinesqty 2
Gas burnersqty 4
Gas cylindersqty 4
Coolersqty 5
Cutting boardsqty 4
Serving plattersqty 8
Thermos flasksqty 4
Water jugsqty 6
Barbecuesqty 2
Lightersqty 4

Equipment

Portable speakersqty 2
Power banksqty 6
Extension cordsqty 4

Lighting

LED lampsqty 8
String lightsqty 4
Flashlightsqty 12
Headlampsqty 8

Sports equipment

Footballsqty 4
Volleyballqty 2
Frisbeesqty 6
Tennis ballsqty 12
Skipping ropesqty 8
Conesqty 24
Compassesqty 10
Stopwatchesqty 4
Water balloonsqty 200

Activities

Craft paperqty 2
Markersqty 4
Paint setsqty 4
Brushesqty 24
Scissorsqty 12
Glueqty 12
Game cardsqty 6
Board gamesqty 8

Safety

First aid kitsqty 2
Emergency blanketsqty 10
Whistlesqty 8
Reflective vestsqty 8
Fire extinguishersqty 2

Decorations

Buntingqty 6
Name badgesqty 40
Waterproof markersqty 6

Cleaning

Waste binsqty 6
Broomsqty 4
Eye-catchersqty 2
Bucketsqty 6
Mopsqty 4

Catering

Groceries

Tips

Collect dietary requirements, medical information and consent forms before sending final participant details. Keep one attendance list and one clearly labelled set of emergency contacts at camp.
Finish the tent layout and room groups before arrival day. Count participant tents, the leader tent, kitchen tent, ground tarps, air mattresses and sleeping bags against the final headcount.
Plan meals for all five days before shopping. Sort non-perishable groceries separately, move chilled products into the fridge as soon as they arrive, and check cooking equipment before loading.
Do not leave transport and activity locations until the last week. Confirm arrival and departure times, campsite access, activity bookings and a contact person for each location.
Pack a separate arrival-day crate with tent pegs, a hammer, rope, first aid supplies, printed campsite rules and emergency contacts. Prepare the attendance list before loading luggage and materials so nothing is buried in the vehicle.

Frequently asked questions

When should I start planning a five-day summer camp?: Set the date and reserve the campsite and activity locations several months ahead, especially for popular summer weeks. Begin registrations and information collection early enough to check consent, medical and dietary details before the final programme is sent.
What information should I collect from summer camp participants?: Collect names, registration details, dietary requirements, medical information and signed consent forms. Set a clear deadline at least two to three weeks before camp so missing forms can be followed up before transport and group layouts are finalised.
How do I organise food for a five-day summer camp?: Create the full shopping list from the five-day meal plan, then separate non-perishable groceries from chilled products. Shop close enough to camp to keep refrigerated food cold, and store it in the fridge immediately after delivery or arrival.
What should be checked the day before summer camp?: Check attendance records, transport, tent materials, cooking equipment, first aid supplies and all printed information. Load luggage and materials only after these checks, and keep emergency contacts and the attendance list accessible during departure.

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.