Camping staff day checklist

A camping staff day needs more planning than a normal team gathering because the programme, overnight setup, catering and outdoor equipment all have to work together. Start by confirming the date and venue, reserving camping spots and collecting registrations, including dietary requirements. During the final week, check the forecast, shopping list and equipment. On the day, set up shelter, sleeping tents, lighting, activities and the barbecue before attendees arrive, then chill drinks and finish the buffet and bar.

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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 venue
Reserve camping spots
Send invitations
Process registrations
Collect dietary requirements
Update participant list
Send program to attendees
Check the weather forecast
Check the shopping list
2 people
Do the shopping
2 people
Pick up chilled products
2 people
Collect materials
3 people
Mark Tent Spots
2 people
Build party tents
4 people
Set up tables
3 people
Set up chairs and benches
3 people
Set Up Sleeping Tents
4 people
Hang lighting
2 people
Set out game materials
2 people
Test sound equipment
Set up barbecue safely
2 people
Chill drinks
2 people
Set up the buffet and bar
2 people
Prepare snacks
3 people
Prepare Barbecue Dishes
3 people
Set up the reception desk
2 people

Event

Receive participants
2 people
Serve welcome drinks
2 people
Explain the program
Supervise afternoon games
3 people
Refill drinks
2 people
Provide coffee and tea
Serve Afternoon Snacks
2 people
Light the barbecue
2 people
Grill barbecue dishes
4 people
Serve the barbecue buffet
3 people
Supervise the evening game
2 people
Check evening lighting
Serve last-round drinks
2 people

Aftercare

Empty waste stations
2 people
Safely extinguish barbecue
2 people
Wash dishes
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Take down sleeping tents
4 people
Clean the grounds
4 people
Inventory materials
2 people
Return borrowed items
2 people
Clean coolers
2 people
Store lighting and cables
2 people
Store leftover stock
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 40
Beer benchesqty 4
Buffet tablesqty 2

Camping

Sleeping tentsqty 10
Sleeping matsqty 30
Camping chairsqty 10

Tableware

Reusable platesqty 45
Reusable bowlsqty 45
Reusable cupsqty 60
Cutlery setsqty 45
Serving plattersqty 8
Coffee potsqty 4

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 6
Barbecue tongsqty 4
Serving spoonsqty 6

Equipment

Barbecuesqty 2
Coolersqty 4
Portable speakers
Extension cordsqty 2
Power stripsqty 4

Lighting

String lightsqty 6
Camping lampsqty 8

Sports equipment

Volleyball net
Volleyballsqty 2
Frisbeesqty 3
Badminton setsqty 2
Pétanque setsqty 2
Marker conesqty 12

Decorations

Buntingqty 6
Tableclothsqty 6

Cleaning

Waste binsqty 6
Dishpanqty 2
Hand broomsqty 2

Safety

First aid kit
Fire extinguishersqty 2

Catering

Groceries

Tips

Reserve camping spots as soon as the date is confirmed, then update the participant list after each registration. Use the final list to check sleeping tents, mats and seating rather than relying on estimates.
Send the programme to attendees before the event and set a clear deadline for dietary requirements. Check the list again after the deadline so barbecue dishes and buffet food match the actual group.
Check the weather forecast during the final week and again on the morning of the event. Allow extra setup time if party tents, tables, benches and sleeping tents need to be secured or moved.
Collect materials and test portable speakers, extension cords and power strips before setup starts. Hang string lights and place camping lamps only after confirming that cables will not become trip hazards.
Set up the barbecue safely before preparing food, and keep chilled products in coolers until they are needed. Prepare snacks and barbecue dishes after the buffet and bar layout is ready, so serving platters, reusable tableware and utensils are easy to reach.

Frequently asked questions

How far in advance should I organise a camping staff day?: Confirm the date, venue and camping spots at least 6 to 8 weeks in advance. Send invitations early enough to collect registrations and dietary requirements before ordering food and assigning sleeping places.
When should I send the camping staff day programme?: Send the programme 7 to 10 days before the event, once the main timings and activities are confirmed. Include arrival details, the camping setup, meals, the barbecue and what attendees should bring.
How much time is needed to set up a camping staff day?: Allow at least 3 to 4 hours before guests arrive for tents, party shelters, tables, seating, lighting, activities and sound equipment. Add more time if the site is unfamiliar or equipment must be collected that day.
When should I buy food and drinks for a camping staff day?: Do the main shopping 1 to 2 days before the event and pick up chilled products on the day if possible. Chill drinks before guests arrive and keep meat, dairy and other perishable items in coolers until preparation.

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