Christmas camp checklist and planning guide

A Christmas camp combines overnight camping, shared meals and a full event setup, so late preparation quickly becomes a problem. Start with registrations, dietary requirements and emergency contacts, then secure the campsite and send clear participant information. In the final week, check the forecast, prepare packs and materials, charge equipment and confirm the cooking and sleeping setup. On arrival day, allow time for tents, lighting, tables, decorations and the reception table before participants 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

Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Collect emergency contacts
Reserve campsite
Send participant information
Print the program
Inspect the camp site
2 people
Collect materials
3 people
Do the shopping
3 people
Prepare meal
4 people
Prepare participant packs
2 people
Charge equipment
Check the weather forecast
Label sleeping areas
2 people
Prepare Christmas decorations
2 people
Set out game materials
2 people
Check first aid kits
Chill stock
2 people
Set up the campsite
4 people
Set up the tents
4 people
Set up tables and chairs
3 people
Connect lighting
2 people
Hang decorations
3 people
Set up the reception table
2 people

Event

Register participants
3 people
Assign sleeping areas
2 people
Explain camp rules
2 people
Serve welcome drinks
3 people
Supervise Christmas activities
5 people
Prepare a hot meal
4 people
Set up buffet
3 people
Serve dinner
4 people
Refill drinks
2 people
Clear away dishes
3 people
Host the Christmas quiz
2 people
Facilitate the campfire
3 people
Serve dessert and hot chocolate
3 people
Wrap up the evening program
2 people

Aftercare

Clean the kitchen
3 people
Wash dishes
3 people
Take down tents
4 people
Remove decorations
2 people
Clean the grounds
4 people
Sort and remove waste
2 people
Clean materials
3 people
Pack up materials
3 people
Return borrowed materials
2 people
Process lost and found items

What to bring

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

Furniture

Party tentsqty 4
Tablesqty 8
Chairsqty 55
Beer tablesqty 4
Clothes racksqty 2

Camping gear

Sleeping tentsqty 10
Sleeping matsqty 50
Sleeping bagsqty 50
Ground pegsqty 80
Hammerqty 4

Tableware

Platesqty 60
Soup bowlsqty 60
Mugsqty 60
Cutlery setsqty 60
Glassesqty 60

Kitchen

Cooking potsqty 4
Frying pansqty 3
Cutting boardsqty 4
Kitchen knivesqty 6
Serving spoonsqty 8
Serving traysqty 6

Equipment

Coolersqty 4
Thermos flasksqty 6
Speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6

Lighting

LED string lightsqty 8
Lanternsqty 10

Decorations

Christmas tree
Christmas baublesqty 60
Christmas garlandsqty 8
Table decorationsqty 8
Name badgesqty 60

Sports equipment

Game materials

Cleaning

Waste binsqty 6
Bucketsqty 4
Spongesqty 12
Mopsqty 4
Broom setsqty 3

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Flashlightsqty 10

Catering

Groceries

Tips

Close registrations early enough to collect dietary requirements and emergency contacts before you buy food or prepare participant packs. A one-week buffer gives you time to follow up with missing information.
Inspect the campsite before setup day and confirm where sleeping tents, party tents, tables and lighting can go. Check ground conditions before bringing out pegs, a hammer and extension cords.
Plan the meal around the available kitchen equipment, including cooking pots, frying pans, cutting boards and serving trays. Prepare anything that can be made ahead of time before participants arrive.
Check the weather forecast 48 hours before the camp and again on the morning of setup. Cold or wet conditions affect tent placement, sleeping arrangements, clothing guidance and the timing of outdoor activities.
Create a setup sequence that starts with sleeping areas and shelter, then tables, power, lighting and decorations. Test speakers, the microphone and LED string lights before the reception table opens.

Frequently asked questions

How far in advance should I organise a Christmas camp?: Start at least 6 to 8 weeks before the camp. Reserve the campsite first, then send invitations and allow time to process registrations, collect dietary requirements and gather emergency contacts.
When should I send Christmas camp participant information?: Send the main information no later than 7 days before arrival. Include the program, sleeping arrangements, what participants need to bring and any instructions affected by the weather.
When should I check the weather for a Christmas camp?: Check it 48 hours before setup and again on the event day. Use the forecast to adjust tent placement, outdoor activities, clothing advice and plans for tables, decorations and lighting.
How long does it take to set up a Christmas camp?: Allow at least 3 to 4 hours with a team that can work on separate areas. Tents, tables and chairs, power, lighting, decorations, sleeping labels and the reception table should all be checked before participants 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.