Camping photo contest checklist

A camping photo contest combines outdoor logistics with a competition that has to run to a clear timetable. Set the theme and rules before opening registration, then secure the campsite, power access and judging team while you still have options. In the final week, confirm dietary needs, test the projector, charge batteries and prepare route signs, score sheets and name badges. This checklist keeps the photo walk, judging and campsite setup moving in the right order.

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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

Set the competition theme
2 people
Draw up the competition rules
2 people
Reserve campsite
Reserve power outlets
Create a registration form
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm participants
Assign judges
Plan the photo walk
2 people
Prepare assignment cards
2 people
Develop assessment criteria
2 people
Order prizes
Make route signs
2 people
Print name badges
Print score sheets
Check photo materials
2 people
Charge batteries
Test the projection
2 people
Do the shopping
2 people
Sort materials
2 people
Fill coolers
2 people

Event

Receive participants
3 people
Register attendance
2 people
Hand out name badges
Give the competition briefing
2 people
Hand out task cards
2 people
Lead the photo walk
3 people
Chill drinks
2 people
Set out coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Collect photos
2 people
Back up photos securely
2 people
Serve the evening buffet
4 people
Guide the jury evaluation
3 people
Project photos
2 people
Announce the winners
2 people
Present prizes
2 people
See participants off
2 people

Aftercare

Dismantle materials
4 people
Collect waste
3 people
Wash dishes
3 people
Clean the venue
3 people
Return rented items
2 people
Store photo archive securely
Send results to participants
Publish winning photos
Send thank-you message

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 50
Beer tablesqty 4
Folding benchesqty 4
Tableclothsqty 6
Waste binsqty 6

Equipment

Laptop
Projector
Projection screen
Printer
Extension cordsqty 6
Power stripsqty 6
Power banksqty 6
Card readersqty 4
USB sticksqty 6

Photography

Spare camera
Tripodqty 2
Memory cardsqty 6
External Hard Driveqty 2
Photo sleevesqty 50
Clipboardsqty 10

Lighting

LED lanternsqty 12
String lightsqty 4
Work lightsqty 4

Tableware

Reusable cupsqty 60
Reusable platesqty 60
Reusable cutleryqty 60
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 4

Decorations

Welcome banner
Directional signsqty 12
Name badgesqty 50
Table numbersqty 6

Cleaning

Broomsqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Hand spray bottlesqty 3

Catering

Groceries

Tips

Set the theme, rules and judging criteria before sending invitations. Give participants a clear submission deadline and explain how photos will be scored, so judges are not answering basic questions during the event.
Reserve the campsite and power outlets as soon as you have a date. Count every table, chair and extension cord in the site plan, and keep a backup power option available for cameras, laptops and projection.
Close registration with enough time to process entries and confirm dietary requirements. Send the final participant list at least 3 days before arrival, including meeting instructions and what people need to bring.
Prepare the photo walk separately from the campsite setup. Print assignment cards, route signs, name badges and score forms in advance, then pack them in labelled folders so registration staff can find them immediately.
Test the full presentation setup before the event, not just the projector lamp. Run a sample photo from the laptop through the projector, check USB sticks and the external hard drive, and charge batteries and power banks the night before.

Frequently asked questions

How far in advance should I organise a camping photo contest?: Start at least 6 to 8 weeks ahead. Book the campsite and power access first, then allow 2 to 3 weeks for invitations, registrations and ordering prizes.
How many judges do I need for a camping photo contest?: Use at least 3 judges for a small contest so one person's preference does not decide every result. Assign them before registration closes and give them the criteria and score forms at least 3 days in advance.
When should I charge camera batteries and test the projector?: Check cameras, memory cards and the complete projection setup 2 days before the contest. Fully charge batteries and power banks the evening before, then carry a reserve camera and storage option on the day.
How long should a camping photo contest photo walk last?: Allow about 2 hours for the photo walk, followed by at least 60 minutes for file collection and judging preparation. Add 30 minutes before the start for registration, name badges and explaining the assignment.

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.