Camping Games Day Checklist

A camping games day needs more than a few outdoor games and a barbecue. You need a confirmed field, a workable team schedule, food information from participants, and enough time to set up tents, tables and game stations. This checklist takes you from booking the location to connecting the music and lighting. Use it to keep registrations, supplies and competition paperwork under control before guests arrive.

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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

Confirm date and location
Reserve field
Send invitations
Process registrations
Collect dietary requirements
Compile the game schedule
2 people
Create teams and the match schedule
2 people
Write out the game rules
Check the weather forecast
Confirm the number of participants
Check the shopping list
Check game materials
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare vegetables and fruit
2 people
Package meat and vegetarian products
2 people
Lay out prizes
Print competition forms

Event

Check venue and toilets
2 people
Set up party tents
4 people
Set up tables and chairs
4 people
Set out the game fields
3 people
Set up competition stations
3 people
Hang decorations
2 people
Connect Music and Lighting
2 people
Set up buffet and drinks table
3 people
Open registration
2 people
Explain the rules and program
Lead game round one
4 people
Refill drinks
2 people
Refill snacks
2 people
Lead round two of the game
4 people
Guide the break and free games
3 people
Light the barbecue
2 people
Prepare barbecue
3 people
Serve barbecue
4 people
Guide the third round
4 people
Process final standings
2 people
Present prizes
2 people
Handle the final round of drinks
2 people

Aftercare

Collect game materials
3 people
Sort and dispose of waste
3 people
Clean tableware and barbecue
3 people
Clear tables and chairs
4 people
Take down the tents and decorations
4 people
Leave the site clean
3 people
Return borrowed items
2 people
Store leftover materials
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 48
Buffet tablesqty 2
Waste binsqty 4

Tableware

Reusable platesqty 50
Reusable bowlsqty 50
Reusable cupsqty 80
Cutlery setsqty 50
Serving plattersqty 8
Serving jugsqty 4

Decorations

Buntingqty 6
Tableclothsqty 8
Name stickersqty 60
Prizesqty 12

Equipment

Barbecueqty 2
Coolersqty 4
Portable speaker
Extension cordsqty 3
Rechargeable power banksqty 2

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Barbecue tongsqty 4
Aluminum traysqty 6
Ice cube traysqty 4

Lighting

String lightsqty 4
Lanternsqty 6
Spare batteriesqty 24

Sports equipment

Kubb setqty 2
Frisbeesqty 6
Softballsqty 6
Tennis ballsqty 12
Conesqty 24
Tug of war rope
Skipping ropesqty 6
Water balloonsqty 200
Measuring tapesqty 3
Stopwatchesqty 4
Scoreboardsqty 4
Chalkqty 6

Cleaning

Washing-up basinsqty 4
Dish brushesqty 4
Reusable cleaning clothsqty 12
Hand soap dispensersqty 4

Catering

Groceries

Tips

Confirm the field and location before sending invitations. Once registrations open, collect dietary requirements and keep the final participant count visible when planning teams, food and seating.
Create the team and match schedule before the event day, then write the rules in a format players can read quickly. Print competition forms early so scoring does not depend on a phone or laptop.
Check the weather forecast at least 48 hours before the games. If rain is likely, decide where the party tents, tables, equipment and competition stations will go instead of waiting until setup.
Chill drinks and prepare fruit and vegetables on the day, while packaging meat and vegetarian products separately. Reusable cups, plates and bowls also need to be counted before guests arrive, not during serving.
Allow a dedicated setup window for the tents, chairs, fields, stations, decorations, speaker and lighting. Test extension cords, power banks and spare batteries before the first match starts.

Frequently asked questions

How far in advance should I plan a camping games day?: Confirm the date and location several weeks ahead, especially if you need to reserve a field. Send invitations as soon as the venue is secured, then set a registration deadline so teams and food quantities can be finalized before the event week.
How much food and drink do I need for a camping games day?: Base the shopping list on the confirmed participant count, including dietary requirements. For drinks, plan roughly two to three drinks per person for the first hour, then adjust for the total event length and weather.
When should I check the weather for an outdoor games day?: Check the forecast 48 hours before the event and again on the morning itself. This gives you time to move tents, tables and game stations, protect food and equipment, and communicate any changes to participants.
What should be set up first at a camping games day?: Start with party tents, tables, chairs and waste bins, then mark out the game fields and competition stations. Set up food and drink areas after that, and test the speaker, lighting, extension cords and power banks before guests arrive.

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.