Camping workshop checklist

A camping workshop needs more than tents and a campsite. You need a clear programme, participant information, a registration process and a safe way to teach people outdoors. This checklist takes you from booking the site and collecting dietary requirements to setting up cooking stations, checking equipment and welcoming participants. It also helps you handle details that are easy to leave until the last day, such as route marking, weather checks, power banks and printed attendance lists.

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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 date and program
2 people
Reserve a campsite
Send invitations
Process registrations
Collect dietary requirements
Send participant information
Check the weather forecast
Check material stock
2 people
Check the shopping list
Do the shopping
2 people
Sort materials
2 people
Test cooking equipment
2 people
Print participant list
Mark route and parking area
2 people
Set up tables
2 people
Set up chairs and benches
2 people
Set out tents
2 people
Set up the workshop stations
3 people
Set out coffee and tea
2 people
Prepare safety equipment

Event

Receive participants
2 people
Register attendance
Explain the schedule and safety rules
2 people
Demonstrate tents
2 people
Have participants set up tents
4 people
Explain camp setup
2 people
Demonstrate cooking techniques
2 people
Prepare meal
4 people
Serve the meal
3 people
Refill drinks
Safely light the campfire
2 people
Lead the campfire activity
3 people
Explain closing and departure
2 people

Aftercare

Collect waste
3 people
Wash dishes and cookware
3 people
Clear away tents and equipment
4 people
Completely extinguish the campfire
2 people
Leave the site clean
3 people
Let materials dry
2 people
Store materials
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Foldable tablesqty 4
Folding chairsqty 24
Benchesqty 4
Tableclothsqty 4

Camping gear

Demonstration tentsqty 4
Sleeping matsqty 6
Sleeping bagsqty 6
Ground tarpsqty 6
Herringqty 40
Hammerqty 4
Guy ropesqty 12
Compassqty 8

Equipment

Camping stovesqty 4
Gas canistersqty 8
Coolersqty 3
Power banksqty 4

Kitchen

Cooking potsqty 4
Frying pansqty 2
Cutting boardsqty 4
Chef's knivesqty 4
Serving spoonsqty 4

Tableware

Reusable cupsqty 30
Reusable platesqty 30
Reusable cutleryqty 30

Lighting

LED lampsqty 6
Headlampsqty 10

Safety

First aid kit
Fire extinguishersqty 2
Work glovesqty 8
Reflective vestsqty 4

Cleaning

Dishpanqty 2
Dish brushesqty 4
Hand brush and dustpanqty 2

Catering

Groceries

Tips

Set the date, programme and campsite before inviting people. Send the participant information as soon as registrations close, including the route, parking details, schedule, clothing advice and what participants should expect to do themselves.
Check registrations and dietary requirements together, then use the final numbers to review food, reusable cups, plates, cutlery and cooking equipment. Do this at least one week before the workshop so missing items can still be bought or borrowed.
Test every camping stove, gas canister, lamp and power bank before packing. A short test at home is also the time to check that tents, guy ropes, herring and hammers are complete rather than discovering a missing part at the campsite.
Prepare the site layout before participants arrive: mark the route and parking area, place tables and benches, set out demonstration tents, and keep the workshop stations separate from the cooking and safety equipment. Put first aid equipment and fire extinguishers where everyone can find them.
On arrival, register attendance before starting the safety briefing. Allow extra time for the tent demonstration and hands-on setup, especially if participants have never used sleeping mats, sleeping bags, ground tarps or guy ropes before.

Frequently asked questions

How far in advance should I book a campsite for a camping workshop?: Book the campsite as soon as you have a date and approximate group size, preferably at least 6 to 8 weeks ahead. Confirm the arrival time, parking arrangements, available facilities and rules for cooking equipment before sending invitations.
When should I send camping workshop information to participants?: Send the first invitation when the date, programme and campsite are confirmed. Send the final practical information 7 to 10 days before the workshop, after registrations and dietary requirements have been checked.
How much time should I allow for setting up a camping workshop?: Allow at least 2 to 3 hours before participants arrive. This covers unloading, tables and seating, workshop stations, tents, cooking equipment, lighting, safety equipment and route or parking markers.
What safety equipment is needed for a camping workshop?: Keep a first aid kit and fire extinguishers at the main activity area, and provide work gloves and reflective vests where tasks or vehicle movements require them. Explain the safety rules before the tent demonstration and cooking activities begin.

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.