A practical checklist for organising an autumn camp

An autumn camp needs more than tents and a programme. Before the group arrives, you need confirmed registrations, dietary information and consent forms, a reserved campsite, a workable route and a weather check. The plan also covers food preparation, cooking equipment, lighting, first aid and the final site setup. Work through the preparations in order so you can spot missing information early and avoid trying to test tents, chill drinks and arrange the cooking area at the last minute.

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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
Collect consent forms
2 people
Create the participant list
Reserve campsite
Check the weather forecast
Develop the program and route
2 people
Set up the treasure hunt
2 people
Collect game materials
2 people
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare vegetables and bread
3 people
Set out cooking equipment
2 people
Check tents
2 people
Test flashlights and batteries
2 people
Restock the first aid kit
Print contact details
Bring materials to the venue
3 people
Inspect the site
2 people
Set up tents
4 people
Set up tables and benches
3 people
Set up cooking area
3 people
Hang lighting
2 people
Set up welcome table
2 people

Event

Register participants
3 people
Hand out welcome drinks
2 people
Give safety instructions
2 people
Group participants
2 people
Collect autumn supplies
4 people
Lead the autumn craft activity
4 people
Guide the scavenger hunt
6 people
Refill drinks
2 people
Cook the evening meal
4 people
Set the tables
3 people
Serve dinner
4 people
Clear away dishes
3 people
Prepare campfire area
3 people
Facilitate the campfire
3 people
Hand out marshmallows
2 people
Supervise the evening game
5 people
See participants off
3 people

Aftercare

Extinguish campfire safely
3 people
Collect waste
3 people
Wash dishes
3 people
Clean the cooking area
2 people
Clear away the tables and benches
3 people
Take down tents
4 people
Clean the grounds
4 people
Return materials
3 people
Return rental items
2 people
Store leftover groceries
2 people

What to bring

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

Furniture

Foldable tablesqty 6
Folding benchesqty 8
Chairsqty 12
Welcome desk

Camping

Party tentsqty 2
Camping tentsqty 6
Ground tarpsqty 6
Herringqty 48
Guy ropesqty 12
Tarpaulinsqty 4

Tableware

Reusable platesqty 50
Reusable bowlsqty 50
Reusable cupsqty 60
Cutlery setsqty 50
Serving spoonsqty 6

Kitchen

Gas burnersqty 3
Gas cylindersqty 3
Large cooking potsqty 3
Cutting boardsqty 4
Chef's knivesqty 4
Coolersqty 4
Water jugsqty 6
Thermos flasksqty 4
Serving bowlsqty 8

Equipment

Extension cordsqty 4
Power stripsqty 3

Lighting

LED lampsqty 8
Light Stripsqty 3
Flashlightsqty 12
Spare batteriesqty 24

Sports equipment

Conesqty 20
Ropesqty 8
Compassqty 8
Whistlesqty 8
Reflective vestsqty 10

Decorations

Autumn leaves
Craft tableclothsqty 4

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Buckets of fire waterqty 4

Cleaning

Waste binsqty 6
Spongesqty 8
Tea towelsqty 12
Towelsqty 8
Hand soap dispensersqty 3

Catering

Groceries

Tips

Set a firm registration deadline at least 10 days before camp. Use the final participant list to check consent forms, dietary requirements, sleeping arrangements and emergency contacts before you buy food.
Check the weather forecast twice: once 7 days before departure and again on the morning of the camp. Autumn conditions can affect the route, tent setup, lighting and whether tarpaulins or extra shelter are needed.
Test every tent, flashlight and battery before loading the transport. A 15-minute check per tent is enough to find missing poles, damaged guy ropes or flat spare batteries while there is still time to replace them.
Prepare food in two stages. Shop once the numbers and dietary requirements are confirmed, then prepare vegetables and bread on the day and chill drinks for at least 3 hours before serving.
Plan the site setup in a fixed order: inspect the ground, put up tents, arrange tables and benches, create the cooking area, then hang lighting. Allow at least 90 minutes before arrival for this work, including a safety check of cables and gas equipment.

Frequently asked questions

How far in advance should I organise an autumn camp?: Start at least 4 to 6 weeks before the camp. Reserve the campsite first, then send invitations and set a registration deadline about 10 days before departure so you can finalise food, equipment and the participant list.
When should I check the weather for an autumn camp?: Check it 7 days before the event and again on the morning of departure. Make the final decision about the route, tarpaulins, lighting and clothing using the latest forecast, especially for rain, wind and early darkness.
How much time do I need to set up an autumn camp?: Allow at least 90 minutes before participants arrive for the site inspection, tents, tables, benches, cooking area and lighting. Add another 30 minutes if the campsite is unfamiliar or the equipment must be carried a long distance.
What should I prepare the day before an autumn camp?: Pack and check tents, ground tarps, guy ropes, cooking equipment, gas cylinders, tableware, first aid supplies and lighting the day before. Print contact details and the participant list, and chill drinks for at least 3 hours before serving.

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