Cabin Building Camp Checklist
Use this checklist to organise a cabin building camp from the first booking to participant check-in. The work combines construction, catering, supervision, and site safety, so late preparation can quickly affect the whole day. Arrange permissions and dietary information early, then confirm the weather, materials, tools, and emergency contacts before arrival. On site, separate the build zones, prepare materials by group, and keep food, drinks, and registration ready before participants start building.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Reserve the venue
Send invitations
2 people
Process registrations
2 people
Collect permissions
2 people
Collect dietary requirements
Check emergency contacts
2 people
Check the weather forecast
Order building materials
2 people
Check the shopping list
2 people
Do the shopping
3 people
Pick up construction materials
3 people
Check tools
2 people
Check wood for sharp edges
3 people
Store food chilled
2 people
Print participant list
Mark out the build zones
4 people
Set up tables and chairs
4 people
Set up party tents
4 people
Set up the registration table
2 people
Prepare building materials per group
4 people
Prepare safety equipment
2 people
Set up the kitchen and dining area
3 people
Chill drinks
2 people
Event
Participant check-in
4 people
Hand out wristbands
2 people
Explain the building rules
3 people
Distribute tools by group
4 people
Supervise hut building
8 people
Restock building materials
3 people
Refill drinks
2 people
Hand out fruit and snacks
3 people
Check the huts for safety
4 people
Guide handwashing
2 people
Prepare dinner
4 people
Serve dinner
5 people
Collect tableware
3 people
Explain the evening game
2 people
Supervise the evening game
5 people
View the winning huts
4 people
Check out participants
4 people
Collect tools
4 people
Securely close off the construction site
3 people
Aftercare
Clear tables and chairs
4 people
Collect and sort waste
3 people
Wash dishes
3 people
Clean the kitchen
2 people
Clean the restrooms
2 people
Sort building materials
3 people
Store leftover food
2 people
Clean the grounds thoroughly
4 people
Return borrowed equipment
2 people
Dispose of non-reusable wood
2 people
Securely archive registration details
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 8
- Chairsqty 50
- Party tentsqty 3
- Coolersqty 4
Construction materials
- Scaffold planksqty 80
- Wooden polesqty 60
- Wooden slatsqty 120
- Plywood sheetsqty 30
- Cotton clothsqty 20
- Rope rollsqty 12
- Screwsqty 1000
- Nailsqty 1000
- Cable tiesqty 500
Tools
- Hammersqty 12
- Screwdriversqty 16
- Hand sawsqty 10
- Tape measuresqty 12
- Spirit levelsqty 6
- Pliersqty 10
- Work glovesqty 50
- Extension cordsqty 4
Safety
- Safety gogglesqty 50
- Barrier tapeqty 6
- First aid kitsqty 2
- Fire extinguishersqty 2
- Flashlightsqty 10
Tableware
- Reusable cupsqty 60
- Platesqty 60
- Cutlery setsqty 60
- Soup ladlesqty 4
Kitchen
- Cooking potsqty 3
- Cutting boardsqty 4
- Kitchen knivesqty 4
- Serving plattersqty 6
- Gas burnersqty 3
- Frying pansqty 2
Lighting
- LED lampsqty 6
- String lightsqty 4
Equipment
- Bluetooth speakersqty 2
- Megaphone
Sports equipment
- Footballsqty 3
- Conesqty 20
- Tug of war rope
Decorations
- Buntingqty 8
- Group signsqty 8
Catering
- Groceries
Tips
- Collect permissions, dietary requirements, and emergency contacts before finalising the participant list. Keep the information together so registration staff can check details quickly on arrival.
- Order construction materials early and check the delivery or pickup against the shopping list. Count scaffold planks, wooden poles, slats, plywood sheets, cloths, rope, screws, nails, and cable ties before setup day.
- Inspect every tool before participants arrive. Check hammers, screwdrivers, saws, tape measures, spirit levels, and pliers, and remove or repair anything damaged; also check wood for sharp edges.
- Mark out the build zones before groups receive materials, then prepare one clear material set per group. Barrier tape, safety goggles, work gloves, first aid kits, fire extinguishers, and flashlights should be in place before building starts.
- Set up registration, tables, chairs, tents, the kitchen, and dining area before check-in. Chill drinks in coolers, store food chilled, and print the participant list so wristbands can be handed out without delaying the start.
Frequently asked questions
- How far in advance should I organise a cabin building camp?
- Start venue, permission, and invitation planning at least 6 to 8 weeks ahead. Order construction materials and confirm registrations early enough to adjust quantities before the camp.
- What should I check the day before a cabin building camp?
- Check the weather forecast, participant list, emergency contacts, dietary requirements, materials, tools, and safety equipment the day before. Pack or label each group’s materials so setup does not depend on last-minute sorting.
- How many safety items do I need for a cabin building camp?
- Plan enough safety goggles and work gloves for every participant who may build at the same time, plus at least one first aid kit at the activity area. Place fire extinguishers, barrier tape, and flashlights where staff can reach them immediately.
- When should I set up the cabin building camp site?
- Allow at least 2 to 3 hours before participant check-in for tents, tables, chairs, registration, build zones, kitchen, dining area, and safety equipment. Chill drinks and finish food storage before the first participants arrive.
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