Family Camp checklist: what to arrange and when

A Family Camp runs smoothly when the practical details are settled before families arrive. Start with the location, date, participant numbers, registrations, dietary requirements, and emergency contacts. Then build the programme, confirm the venue, prepare food and participant packs, and check the forecast. On arrival day, allow time for loading, tent setup, tables, chairs, utilities, and the arrival area—not just the activities.

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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 location and date
Determine number of participants
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Collect emergency contacts
Create the program
2 people
Confirm venue booking
Check the weather forecast
Create final participant list
Give the diet list to the kitchen
Check game materials
2 people
Check the shopping list
2 people
Do the shopping
3 people
Pick up chilled goods
2 people
Sort groceries
3 people
Chill perishable items
2 people
Prepare participant packs
3 people
Share route directions
Set out cooking equipment
2 people
Loading Tents and Equipment
4 people
Check the arrival area
2 people
Check electricity and water
2 people
Set up the tents
6 people
Set up tables and chairs
4 people
Set up cooking area
3 people
Set up buffet tables
3 people
Hang decorations
3 people
Set up game stations
4 people
Prepare first aid supplies
Set up the registration table
2 people
Prepare coffee and tea
2 people
Prepare snacks
3 people

Event

Staff the reception desk
2 people
Register participants
2 people
Serve welcome drinks
2 people
Explain camp rules
2 people
Group participants
3 people
Lead the family relay
4 people
Supervise children's activities
5 people
Supervise parent activities
3 people
Refill drinks
2 people
Serve fruit and snacks
2 people
Supervise free play time
4 people
Light the barbecue
2 people
Prepare barbecue
3 people
Set out salads and bread
3 people
Serve barbecue
4 people
Serve diet meals
2 people
Top up drinks for dinner
2 people
Collect tableware
3 people
Explain the evening game
2 people
Supervise the evening game
4 people
Prepare the Campfire
2 people
Facilitate the campfire
3 people
Hand out marshmallows
2 people
Check toilets
Empty trash bins
2 people
See participants off
2 people

Aftercare

Extinguish campfire safely
2 people
Chill food and drinks
2 people
Wash dishes
3 people
Clean the barbecue
2 people
Collect game materials
3 people
Remove decorations
2 people
Take down tables and chairs
4 people
Take down tents
6 people
Clean the grounds
4 people
Take waste to the collection point
2 people
Return materials
3 people
Return borrowed items
2 people
Clear away leftover groceries
2 people
Store materials clean and dry
2 people
Leave venue clean
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 50
Beer tablesqty 4
Buffet tablesqty 3
Picnic blanketqty 8
Coolersqty 4

Tableware

Reusable platesqty 50
Reusable bowlsqty 50
Reusable cupsqty 70
Knivesqty 60
Forksqty 60
Spoonsqty 60
Serving spoonsqty 8
Scissorsqty 3

Kitchen

Gas barbecuesqty 2
Gas cylindersqty 2
Pansqty 4
Cutting boardsqty 5
Chef's knivesqty 5
Serving plattersqty 12
Serving tongsqty 6
Thermos flasksqty 5
Water jugsqty 6
Kitchen cratesqty 8

Equipment

Extension cordsqty 4
Power stripsqty 4
Portable speaker
Microphone

Lighting

String lightsqty 5
Lanternsqty 8
Flashlightsqty 6

Sports equipment

Footballsqty 3
Volleyballqty 2
Conesqty 20
Hoopsqty 10
Ropeqty 3
Water balloonsqty 200
Badminton setsqty 4
Frisbeesqty 6
Game cardsqty 6
Board gamesqty 8

Decorations

Buntingqty 8
Balloonsqty 100
Name stickersqty 60
Markersqty 12
Chalkboardqty 2
Chalkqty 2

Camping gear

Sleeping matsqty 40
Sleeping bagsqty 40
Tent hammersqty 4
Herringqty 60
Tent peg pullersqty 3

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Work glovesqty 8

Cleaning

Waste binsqty 8
Litter pickersqty 2
Bucketsqty 6
Cleaning brushesqty 4
Washing-up tubsqty 4

Catering

Groceries

Tips

Set a registration deadline at least 7 days before camp so you can create a final participant list, pass dietary information to the kitchen, and prepare participant packs without last-minute chasing.
Check the weather forecast twice: once 48 hours before departure and again on the morning of setup. This gives you time to adjust the programme and protect food, tents, tables, and electrical equipment.
Separate chilled goods from dry groceries during sorting, then move perishable items into coolers as soon as they arrive. Do this before unloading activity equipment so food does not sit in the sun.
Allow at least 2 hours for arrival-area checks, utilities, tent setup, and arranging tables and chairs. Test electricity and water before connecting extension cords, power strips, lights, or audio equipment.
Load tents, furniture, kitchen equipment, food, and participant packs in clearly marked groups. Keep the arrival materials and route directions accessible rather than buried behind the bulk of the load.

Frequently asked questions

How far in advance should I organize a Family Camp?: Start at least 6 to 8 weeks before the camp date. Confirm the location and date first, then open registrations early enough to collect participant numbers, dietary requirements, and emergency contacts before final preparations begin.
When should I collect dietary requirements for Family Camp?: Collect them during registration and close the list at least 7 days before camp. Give the final diet list to the kitchen before shopping and food preparation, not on the morning families arrive.
How much time do I need to set up a Family Camp?: Plan at least 2 hours for the arrival area, electricity and water checks, tents, tables, and chairs. Add extra time if equipment must be unloaded from more than one vehicle or the ground needs checking after rain.
When should I check the weather for Family Camp?: Check it 48 hours before the event and again on the setup morning. Use the first check to adjust the programme and supplies, and the second to make practical decisions about tents, outdoor games, lighting, and the arrival area.

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