Autumn camp checklist: what to arrange and when

An autumn camp needs more coordination than a summer day trip: you are organising registrations, consent forms, tents, cooking, lighting and weather contingencies. Start with participant information and reservations, then confirm equipment and food before the final setup day. This checklist covers the 53 planning tasks and 37 types of equipment needed to get everyone safely settled and keep the camp running smoothly. Use the timing below to avoid last-minute printing, shopping or tent sorting.

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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

Send invitations
Process registrations
Collect dietary requirements
Update participant list
Collect consent forms
Check emergency contacts
Create the campsite layout
2 people
Print the program
Confirm reservations
Check the weather forecast
Inform participants about clothing
Check camping equipment
2 people
Check the shopping list
Do the shopping
2 people
Store groceries refrigerated
2 people
Label the materials
2 people
Check the first aid kit
Distribute phone numbers
Sort tents
3 people
Set up cooking area
3 people
Set up tables
3 people
Set up chairs
3 people
Hang lighting
2 people
Hang decorations
2 people
Prepare meal
3 people
Chill drinks
2 people
Set up the registration table
2 people

Event

Staff the reception desk
2 people
Welcome participants
3 people
Take luggage to the tents
3 people
Explain the camp rules
2 people
Assign tents
2 people
Supervise the afternoon game
4 people
Serve hot drinks
2 people
Serve dinner
4 people
Refill drinks
2 people
Collect tableware
3 people
Supervise the evening game
4 people
Facilitate the campfire
3 people
Hand out evening snacks
2 people
Check tents and grounds
3 people

Aftercare

Wash dishes
3 people
Prepare breakfast
3 people
Serve breakfast
3 people
Take down tents
4 people
Clean up the venue
4 people
Sort waste
2 people
Store tables and chairs
3 people
Clean cooking equipment
3 people
Remove lighting
2 people
Leave venue clean
4 people
Return materials
2 people
Return borrowed items

What to bring

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

Camping gear

Sleeping tentsqty 10
Guide tent
Ground tarpsqty 11
Herringqty 80
Tent hammersqty 4
Tarpaulinsqty 4

Furniture

Tablesqty 6
Benchesqty 8
Chairsqty 36

Tableware

Reusable platesqty 36
Reusable bowlsqty 36
Reusable cupsqty 40
Cutlery setsqty 40
Serving spoonsqty 6

Kitchen

Gas burnersqty 3
Gas cylindersqty 3
Large cooking potsqty 4
Coolersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Measuring cupsqty 3
Thermos flasksqty 4
Water jugsqty 4

Lighting

LED string lightsqty 4
Flashlightsqty 12
Headlampsqty 6

Decorations

Autumn leavesqty 3
Buntingqty 4

Game materials

Ballsqty 4
Ropeqty 2
Game cardsqty 4

Safety

First aid kitqty 2
Fire extinguishersqty 2
Reflective vestsqty 6

Cleaning

Washing-up basinsqty 3
Waste binsqty 4

Catering

Groceries

Tips

Send invitations and collect registrations early enough to update the participant list, dietary requirements, consent forms and emergency contacts before you buy food or assign sleeping tents.
Check the weather forecast twice: once several days before departure and again on the final day. Use the second check to confirm clothing guidance, tarpaulins, ground tarps and extra lighting.
Do the food shopping close to departure, then store chilled groceries in coolers or refrigerators as soon as possible. Count meals against the final participant list, including dietary requirements.
Prepare the campsite layout before arrival, including sleeping tents, the guide tent, cooking area, tables, benches and chairs. Label materials and sort tents before setup so volunteers are not searching in the dark.
Test gas burners, gas cylinders, LED string lights, flashlights and headlamps before leaving. Check the first aid kit and distribute phone numbers while there is still daylight, rather than during the evening programme.

Frequently asked questions

How far in advance should I organise an autumn camp?: Start invitations and reservations at least 4 weeks before camp. Set a registration deadline about 10 days before departure so you have time to collect consent forms, dietary requirements and emergency contacts.
When should I check the weather for an autumn camp?: Check it once 5 to 7 days before the camp and again on the day before departure. The second check is the point to confirm clothing instructions and whether tarpaulins, extra ground cover or additional lighting are needed.
How much cooking equipment do I need for an autumn camp?: Plan cooking capacity around the final participant count, with enough gas burners, gas cylinders, large pots, cutting boards, knives, serving spoons and tableware for everyone. Finish the equipment check at least 2 days before departure so missing items can still be replaced.
When should I prepare the campsite layout and print the programme?: Create the campsite layout and print the programme 1 to 2 days before the camp. On arrival, set up the cooking and seating areas first, then tents, lighting and decorations before the meal is prepared.

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