Farm Camp Checklist

A farm camp needs more than activities and a place to sleep. You need a clear sequence for registrations, consent forms, dietary information, group assignments, food, animal areas, and overnight setup. Start with the date, farm booking, and program, then collect participant details before buying supplies. In the final week, confirm the weather, check safety arrangements, prepare chilled food, and print the attendance list. This checklist keeps arrival, meals, activities, and sleeping arrangements manageable.

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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 the farm and sleeping accommodations
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Check emergency contacts
2 people
Collect consent forms
2 people
Create Activities and Group Assignments
3 people
Check the weather forecast
Do the shopping
3 people
Collect materials
3 people
Store food chilled
2 people
Print participant list
Check first aid and safety supplies
2 people
Check the grounds and animal enclosures
2 people
Set up tents and sleeping areas
5 people
Set up tables and chairs
3 people
Set up the cooking and serving area
3 people
Hang decorations
3 people
Set out activity materials
3 people
Prepare animal feed portions
2 people
Set out lunch for supervisors
2 people

Event

Receive participants
4 people
Register attendance
2 people
Bring luggage to sleeping areas
4 people
Give welcome briefing
2 people
Explain farm safety
2 people
Care for the animals
6 people
Guide the farm game
5 people
Chill drinks
2 people
Prepare snacks
3 people
Serve snacks and drinks
4 people
Prepare evening meal
4 people
Set the tables
4 people
Serve dinner
5 people
Refill drinks
2 people
Wash dishes
3 people
Supervise the campfire program
4 people
Hand out evening snacks
2 people
Evening check at sleeping areas
4 people
Secure the grounds
2 people

Aftercare

Collect waste
3 people
Clean tableware and kitchenware
4 people
Take down the tents and sleeping areas
5 people
Clean the grounds
4 people
Put furniture back
3 people
Inventory materials
2 people
Return borrowed items
2 people
Return lost property

What to bring

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

Furniture

Tablesqty 6
Chairsqty 36
Picnic benchesqty 4
Party tentsqty 2
Tablecloth clipsqty 24

Sleeping gear

Camping tentsqty 10
Sleeping matsqty 30
Sleeping bagsqty 30
Cushionsqty 30

Tableware

Reusable platesqty 40
Reusable bowlsqty 40
Reusable cupsqty 50
Cutlery setsqty 40
Serving plattersqty 8

Kitchen

Coolersqty 4
Cutting boardsqty 4
Chef setsqty 4
Serving spoonsqty 6
Knivesqty 6
Gas burnersqty 2
Gas cylindersqty 2
Kettlesqty 2

Equipment

Portable speaker
Extension cordsqty 3
Power stripsqty 3

Lighting

String lightsqty 4
Flashlightsqty 8
Headlampsqty 10

Sports equipment

Footballsqty 3
Ropesqty 6
Conesqty 20
Frisbeesqty 6

Animal care

Feed bowlsqty 6
Work glovesqty 12
Children's wheelbarrowsqty 3

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Reflective vestsqty 8

Decorations

Buntingqty 6
Name stickersqty 40

Cleaning

Waste binsqty 6
Washing-up basinsqty 3
Cleaning glovesqty 6
Broom setsqty 3
Litter pickersqty 2

Catering

Groceries

Tips

Set the date, program, farm, and sleeping arrangements before sending invitations. Give families a clear registration deadline, then leave several days to process responses and follow up on missing consent forms or emergency contacts.
Collect dietary requirements, emergency contacts, and consent forms during registration rather than on arrival. Print the participant list before the event so supervisors can check attendance without relying on phones or loose notes.
Check the weather forecast twice: once about seven days before the camp and again the day before. This gives you time to adjust outdoor activities and confirm that tents, party tents, lighting, and sleeping areas are suitable for the conditions.
Prepare food and animal feed portions in advance, but keep perishable food chilled until needed. Set up separate cooking, serving, and supervisor lunch areas so meal preparation does not interfere with participant activities.
Finish the grounds, animal enclosure, first-aid, and sleeping-area checks before participants arrive. Put flashlights or headlamps where they can be reached after dark, and assign someone to receive luggage and guide campers to their sleeping areas.

Frequently asked questions

How far in advance should I plan a farm camp?: Book the farm and sleeping accommodation as early as possible, then set a registration deadline several weeks before the camp. Keep at least 7 days between the deadline and the event for missing forms, dietary details, and group assignments.
What should I confirm before children arrive at farm camp?: Confirm attendance, emergency contacts, consent forms, dietary requirements, group assignments, the weather forecast, and the condition of animal enclosures. Complete the first-aid and safety check before the first participant is registered.
When should I set up tents and sleeping areas?: Set up tents, sleeping mats, sleeping bags, and cushions before participants arrive, not during registration. Allow enough time for a full check of entrances, walking routes, lighting, and luggage placement before the reception period begins.
How do I organize meals for a farm camp?: Shop and collect kitchen materials before the camp, then keep chilled food in coolers until preparation or serving. Prepare animal feed portions and supervisor lunches separately so both can be handled quickly during the activity schedule.

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.