Club camp checklist: what to arrange and when

A club camp needs more than tents and a date. You need a clear registration process, emergency contacts, transport, sleeping assignments, meals, and a setup plan that works before participants arrive. Start with the location and attendance, then confirm practical details and divide responsibilities. During the final week, check the forecast, shopping list, inventory, and route information. On arrival day, leave enough time to inspect the site, set up camp, test the sound and lighting, and prepare a clear welcome.

Organize this event for free with Lizzt

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
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
2 people
Collect emergency contacts
2 people
Organize transport
2 people
Confirm reservations
Share the schedule and times
2 people
Create team assignments
2 people
Check the weather forecast
Check the shopping list
2 people
Do the shopping
3 people
Gather camping gear
3 people
Sort inventory
2 people
Print participant list
Sharing route information
Inspect the site
2 people
Set up the tents
6 people
Assign sleeping places
3 people
Set up tables and chairs
4 people
Set up the kitchen
3 people
Chill drinks
2 people
Hang decorations
3 people
Test sound and lighting
2 people

Event

Receive participants
3 people
Explain the sleeping arrangements
2 people
Explain house rules and safety
2 people
Serve welcome drinks
2 people
Supervise game activities
5 people
Refill drinks
2 people
Prepare dinner
4 people
Serve dinner
4 people
Clear away dishes
3 people
Lead the campfire evening
3 people
Hand out evening snacks
2 people
Wrap up the evening program
2 people
Carry out site inspection
2 people
Prepare breakfast
3 people
Serve breakfast
3 people

Aftercare

Take down tents
6 people
Check materials
3 people
Collect waste
4 people
Wash dishes
3 people
Clean the grounds
5 people
Pack inventory
3 people
Return materials
2 people
Return rented items
2 people
Store leftover stock
2 people
Collect lost and found items

What to bring

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

Furniture

Tablesqty 6
Chairsqty 32
Party tentsqty 2
Picnic benchesqty 4

Camping

Sleeping tentsqty 8
Sleeping matsqty 32
Sleeping bagsqty 32
Pillowsqty 32
Flashlightsqty 12
Herringqty 80
Guy ropesqty 20

Tableware

Reusable platesqty 40
Reusable bowlsqty 40
Reusable cupsqty 50
Cutlery setsqty 40
Coffee mugsqty 35

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving spoonsqty 6
Mixing bowlsqty 4
Thermos flasksqty 4
Coolersqty 4
Gas burnersqty 3
Cooking potsqty 4
Roasting pansqty 2
Water jerry cansqty 4

Equipment

Bluetooth speakersqty 2
Extension cordsqty 4

Lighting

String lightsqty 6
LED lampsqty 8

Sports equipment

Footballsqty 3
Volleyball net
Tug of war rope
Game cardsqty 4

Decorations

Buntingqty 6
Name badgesqty 35
Markersqty 2
Adhesive tapeqty 4

Cleaning

Waste binsqty 6
Washing-up tubsqty 3
Broomqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Set a registration deadline at least 14 days before camp. Use the final participant list to collect dietary requirements, emergency contacts, transport needs, and sleeping preferences before you assign places.
Create team assignments for setup, kitchen, transport, reception, and cleanup. Give each team a start time and one named coordinator so jobs do not wait for someone to volunteer on the day.
Check camping inventory 3 to 5 days beforehand, not while loading the vehicles. Count sleeping tents, mats, sleeping bags, pillows, flashlights, guy ropes, water jerry cans, and cooking equipment separately.
Plan the first evening around the site and weather forecast. Chill drinks, prepare reusable tableware, test extension cords, Bluetooth speakers, string lights, and LED lamps before participants arrive.
Set up a welcome point with the printed participant list and schedule. Keep route information, emergency contacts, dietary requirements, and transport details together so the reception team can answer questions quickly.

Frequently asked questions

How far in advance should I plan a club camp?: Confirm the date and location at least 6 to 8 weeks ahead when possible. Set the registration deadline 14 days before camp, then use the final numbers to confirm reservations, transport, food, and sleeping places.
When should I send invitations for a club camp?: Send invitations 4 to 6 weeks before the camp and include the registration deadline, location, route information, schedule, transport details, and what participants need to bring. Send a final schedule and practical reminder 3 to 5 days before departure.
How do I organize sleeping places at a club camp?: Assign sleeping places after registrations close, usually 10 to 14 days before camp. Match the final participant list to the available sleeping tents, mats, sleeping bags, and pillows, and keep one printed copy for the arrival team.
When should I check the weather and set up the camp?: Check the forecast 5 to 7 days before camp and again on the morning of setup. Inspect the site first, then set up tents, tables, chairs, the kitchen, lighting, and sound equipment before participants arrive; allow at least 2 to 3 hours for setup.

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.