Forest camp checklist and planning guide

A forest camp needs more preparation than a regular outdoor gathering because access, safety, food, and permissions all depend on the site. Start by confirming the date and forest venue, then handle registrations, dietary requirements, permissions, and emergency contacts. Before the camp, scout the route, check the forecast, inspect first-aid and game supplies, and finalize reservations. This checklist also helps you prepare food, drinks, equipment, participant details, and the emergency bag before loading everything for departure.

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
Reserve forest venue
Arrange permission for the campfire
Check insurance and contact details
Send invitations
2 people
Process registrations
Collect dietary requirements
Collect permissions
2 people
Register emergency contacts
Finalize participant list
Develop the program and route
2 people
Scout the forest route in advance
2 people
Check game materials
2 people
Check first aid supplies
Confirm reservations
Finalize the shopping list
2 people
Do the shopping
3 people
Chill drinks and food
2 people
Collect materials
3 people
Label backpacks and crates
2 people
Check the weather forecast
Print participants and phone numbers
Load food and drinks
3 people
Load game materials
2 people
Load emergency bag
Mark the venue and parking area
2 people
Set up tables and benches
4 people
Set up tents and shelter
5 people
Set up the food and drink area
3 people
Set up the campfire area safely
2 people

Event

Receive participants
4 people
Register attendance
2 people
Assign groups and supervisors
3 people
Explain house rules and safety
2 people
Guide the orientation game
6 people
Distribute water and fruit
2 people
Guide forest games
6 people
Refill drinks
2 people
Prepare dinner
4 people
Serve dinner
5 people
Distribute diet meals
2 people
Clear tables
4 people
Wash dishes
3 people
Light the campfire
2 people
Support the evening program
5 people
Hand out marshmallows
2 people
Serve hot drinks
2 people
Extinguish campfire safely
2 people
Guide participants to the starting point
4 people
Check participants out
3 people

Aftercare

Collect leftover materials
4 people
Sort and remove waste
3 people
Clean the venue
4 people
Take down tents and shelter
5 people
Put tables and benches back
4 people
Carry out the final safety check
2 people
Clean and dry equipment
3 people
Count and store stock
2 people
Return borrowed items
2 people
Return lost and found items

What to bring

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

Furniture

Foldable tablesqty 6
Benchesqty 12
Folding chairsqty 8
Party tentsqty 3
Tableclothsqty 6

Equipment

Coolersqty 4
Thermos flasksqty 4
Water jerry cansqty 6
Flashlightsqty 10
Power banksqty 4
Megaphone
Bluetooth speaker
Extension cordsqty 2

Kitchen

Gas burnersqty 3
Gas cylindersqty 3
Cooking potsqty 4
Cutting boardsqty 4
Chef and serving tongsqty 6
Measuring cupsqty 3

Tableware

Reusable platesqty 40
Reusable bowlsqty 40
Reusable cupsqty 50
Reusable cutleryqty 50
Ladlesqty 4

Sports equipment

Compassqty 10
Conesqty 30
Ropeqty 4
Field marking tapeqty 4
Softballsqty 8
Frisbeesqty 6
Waterproof route mapsqty 10

Lighting

LED lanternsqty 8
Batteriesqty 24

Safety

First aid kitsqty 2
Safety vestsqty 10
Fire extinguishersqty 2
Smoke-free fire pit
Emergency blanketsqty 6

Cleaning

Waste binsqty 6
Reusable cleaning clothsqty 12
Washing-up basinsqty 3
Hand soap dispensersqty 3
Paper towel dispensersqty 3

Miscellaneous

Cratesqty 12
Name stickersqty 40
Waterproof markersqty 12
Tapeqty 4
Rope scissorsqty 2
Work glovesqty 8
Clipboardsqty 6

Catering

Groceries

Tips

Reserve the forest venue and arrange campfire permission before sending invitations. Confirm the site’s access rules, fire restrictions, insurance requirements, and a contact number at least 4 weeks before the camp.
Scout the full forest route in advance and record the planned distance, difficult sections, meeting points, and emergency access. Check the route again after heavy rain or storms, ideally within 48 hours of the event.
Close registrations 7–10 days before the camp so you can finalize the participant list, dietary requirements, permissions, and emergency contacts. Print the participant names and phone numbers before departure.
Finish shopping and collect materials 1–2 days beforehand. Chill food and drinks, fill the water jerry cans, charge power banks and flashlights, and label backpacks and crates so setup does not depend on one person.
Load food and drinks, game materials, and the emergency bag in separate, clearly marked groups on the final evening. Keep first-aid supplies, participant details, flashlights, and communication equipment easy to reach rather than buried under tables or cooking gear.

Frequently asked questions

How far in advance should I plan a forest camp?: Start planning at least 4–6 weeks ahead. Venue reservations, campfire permission, insurance checks, invitations, registrations, and route scouting all need to be completed before the final week.
When should I close registrations for a forest camp?: Close registrations 7–10 days before the camp. That gives you time to finalize the participant list, collect dietary requirements and permissions, register emergency contacts, and print the final contact sheet.
When should I check the forest route and weather forecast?: Scout the route before invitations are finalized, then check the weather forecast 3–5 days before the camp and again the day before. After severe weather, inspect the route within 48 hours before using it.
When should I pack food and equipment for a forest camp?: Collect materials and complete shopping 1–2 days before the camp. Chill food and drinks, charge equipment, prepare the emergency bag, and load the labeled groups on the final evening.

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.