Autumn camp checklist: what to arrange and when

An autumn camp needs more than a campsite booking and a packed activity schedule. You also need a clear registration process, dietary information, emergency contacts and a weather backup before the group arrives. This checklist takes you from setting the date through final setup, including food, route materials, lighting and the check-in desk. Use it to see what must be decided weeks ahead and what can wait until the day itself.

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

Set the date and program
2 people
Reserve campsite
Book activities at the venue
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Check emergency contacts
2 people
Assign participants definitively
2 people
Send parents practical information
Check the weather forecast
Adjust the program for the weather
2 people
Order groceries
Check materials
2 people
Label the materials
2 people
Pick up groceries
2 people
Chill refrigerated items
2 people
Print the route and group assignments
Charge the first aid bag and phones
Open venue
2 people
Ventilate the rooms
2 people
Set up tables and chairs
4 people
Setting up the check-in desk
2 people
Prepare materials per activity
4 people
Hang decorations
2 people
Set out lunch for supervisors
2 people
Walk a safety round through the venue
2 people

Event

Receive participants
4 people
Register attendance
2 people
Bring luggage to sleeping areas
4 people
Explain the house rules and program
2 people
Assign teams and supervisors
3 people
Lead the introduction game
4 people
Lead the autumn walk
6 people
Serve hot drinks
3 people
Refill drinks
2 people
Set up the dinner buffet
4 people
Serve dinner
5 people
Serve diet meals
2 people
Distribute game materials
3 people
Guide the team assignment
6 people
Set out drinks and snacks
3 people
Support the evening activity
5 people
Recheck attendance
2 people
Clear away dinner and drinks
4 people
Guide participants to sleeping areas
4 people
Hold a leaders briefing
6 people

Aftercare

Collect waste
3 people
Store leftovers in the fridge
2 people
Wash the dishes and kitchenware
4 people
Clean the activity rooms
4 people
Check sleeping areas
3 people
Put furniture back
4 people
Remove decorations
2 people
Pack up materials
4 people
Return borrowed materials
2 people
Register lost property
Inform parents about found items

What to bring

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

Furniture

Tablesqty 6
Chairsqty 40
Coat racksqty 4
Check-in desk

Tableware

Reusable platesqty 40
Reusable bowlsqty 40
Reusable cupsqty 50
Reusable cutleryqty 45
Thermos flasksqty 4

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving spoonsqty 6
Serving plattersqty 8
Coolersqty 3
Cut-resistant kitchen glovesqty 4

Equipment

Kettlesqty 2
Portable speakersqty 2
Extension cordsqty 3
Rechargeable power banksqty 4
Flashlightsqty 8

Lighting

LED string lightsqty 4
Battery lanternsqty 6

Sports equipment

Footballsqty 3
Frisbeesqty 4
Relay batonsqty 6
Conesqty 20
Skipping ropesqty 8
Compassqty 6
Waterproof route mapsqty 6
Reflective vestsqty 12

Decorations

Autumn leaf decorationsqty 2
Paper garlandsqty 6
Name badgesqty 45
Markersqty 20
Rolls of tapeqty 6

Cleaning

Waste binsqty 6
Bucketsqty 4
Cleaning clothsqty 12
Broom setsqty 3
Mopsqty 3
First aid bagsqty 2

Catering

Groceries

Tips

Set the date and reserve the campsite before sending invitations. Keep the activity program visible while registrations are open, because late changes affect group assignments, food quantities and venue bookings.
Close registrations early enough to process dietary requirements and emergency contacts. Aim to send parents the practical information at least 7 days before camp, including arrival details, clothing and the final program.
Check the forecast 48 hours before the start and prepare a clear alternative for outdoor activities. Autumn conditions can affect routes, sports equipment and travel between activity areas, so waterproof maps and reflective vests should be ready before departure.
Order groceries only after registrations and dietary requirements are confirmed. On the preparation day, pick up chilled items in time to refrigerate them and separate food for supervisors from the main meal service.
Allow at least 60 minutes for venue setup. Ventilate rooms, arrange tables and chairs, prepare the check-in desk, charge phones and power banks, and place lanterns or string lights before participants arrive.

Frequently asked questions

How far in advance should I plan an autumn camp?: Set the date and reserve the campsite at least 8 to 12 weeks ahead. Book venue activities at the same time, then open registrations once the main program is confirmed.
When should parents receive the autumn camp information?: Send the practical information at least 7 days before the camp. Include the route, arrival and collection arrangements, clothing guidance, the program and a contact number for emergencies.
How many days before camp should I check the weather?: Check the forecast 48 hours before the start and review it again on the morning of the camp. Decide then whether outdoor activities, routes or group movements need to change.
When should I buy food for an autumn camp?: Order groceries after registrations and dietary requirements are final, usually 3 to 5 days before camp. Pick up refrigerated products as close to the start as possible and chill them immediately.

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.