G Camp organizing checklist

A G camp needs more than tents and a program. You need participant details, consent and medical information, group assignments, transport, food, equipment and a clear arrival process. Start with registrations and parent contacts, then lock the program and reservations before buying supplies. In the final days, check the forecast, prepare food and materials, and set up sleeping arrangements so arrival is orderly rather than rushed.

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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
Register sign-ups
Collect parent contact details
Collect dietary requirements
Collect medical information
Process consent forms
Finalize participant list
2 people
Create group assignments
2 people
Develop the program and rules
3 people
Confirm reservations
Check Transport and Route
2 people
Check the weather forecast
Send participant information
Check the shopping list
2 people
Do the shopping
3 people
Chill the groceries
2 people
Collect materials
3 people
Label the materials
2 people
Set out game materials
2 people
Check the first aid kit
Print emergency numbers
Check tent locations
2 people
Prepare the arrival table
2 people
Set up the tents
6 people
Set up sleeping accommodations
4 people
Set up tables and benches
4 people
Set up kitchen station
3 people
Chill drinks
2 people
Hang decorations
3 people
Set out the game fields
3 people
Set up evening program
3 people
Carry out a safety check
2 people

Event

Receive participants
4 people
Check attendance
2 people
Bring luggage to sleeping areas
4 people
Explain the house rules
2 people
Serve welcome drinks
2 people
Lead the introduction game
3 people
Facilitate the team game
5 people
Refill drinks
2 people
Prepare dinner
4 people
Serve dinner
4 people
Serve diet meals separately
2 people
Collect tableware
3 people
Supervise the evening game
5 people
Lead the campfire activity
3 people
Hand out evening snack
2 people
Announce bedtime
2 people
Check sleeping arrangements
4 people
Conduct final safety check
2 people

Aftercare

Collect waste
3 people
Take down tents
6 people
Gather sleeping gear
4 people
Collect game materials
3 people
Wash dishes
3 people
Put furniture back
4 people
Clean the venue
4 people
Collect lost property
2 people
Count and check materials
3 people
Return rental items
2 people
Store leftover stock
2 people

What to bring

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

Furniture

Tablesqty 6
Beer benchesqty 8
Chairsqty 20
Arrival table
Clothes racksqty 2
Folding stoolsqty 6

Accommodation

Camping tentsqty 8
Air mattressesqty 30
Sleeping bagsqty 30
Cushionsqty 30
Ground tarpsqty 8
Flashlightsqty 15

Tableware

Reusable cupsqty 40
Platesqty 40
Cutlery setsqty 40
Coffee potsqty 2
Pitchersqty 4
Serving spoonsqty 6

Kitchen

Gas burnersqty 3
Gas cylindersqty 3
Large cooking potsqty 4
Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Mixing bowlsqty 4
Measuring cupsqty 2
Pliersqty 4
Can openersqty 2
Food warmersqty 4

Equipment

Bluetooth speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Megaphone

Lighting

String lightsqty 4
Battery lanternsqty 6

Sports equipment

Footballsqty 4
Frisbeesqty 6
Ropesqty 6
Conesqty 24
Relay batonsqty 8
Water balloonsqty 200
Spongesqty 20

Decorations

Buntingqty 4
Balloonsqty 50
Name stickersqty 40
Waterproof markersqty 12

Safety

First aid kitsqty 2
Safety vestsqty 8
Pocket whistlesqty 8
Fire extinguishersqty 2

Cleaning

Waste binsqty 6
Bucketsqty 4
Spongesqty 12
Tea towelsqty 12
Towelsqty 8
Broomqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Collect parent contact details, dietary requirements, medical information and consent forms before finalizing the participant list. Use the completed list to create groups and share the right information with supervisors.
Confirm reservations and check the transport route before sending participant information. Send the meeting details, what to bring, arrival instructions and emergency contact process at least 3–5 days before camp.
Plan food around the number of confirmed participants, then shop only after the shopping list has been checked. Chill groceries before departure and make sure cooking equipment includes gas burners, gas cylinders, large pots, coolers and food warmers.
Prepare sleeping areas before participants arrive: check tent locations, lay out ground tarps, set up camping tents and arrange air mattresses, sleeping bags, cushions and flashlights. Allow at least 60–90 minutes for this setup, depending on the number of tents.
Keep the arrival table, labeled materials and emergency information ready before the first participant arrives. Check the first aid kit, print emergency numbers, and place game materials where the assigned group leaders can find them without unpacking everything.

Frequently asked questions

How far in advance should I organize a G camp?: Start registrations and consent collection at least 4 weeks before camp. Finalize the participant list, groups, transport and food quantities 7 days before departure, then use the final week for shopping and equipment checks.
What information should I collect for a G camp?: Collect each participant’s parent or guardian contact details, dietary requirements, medical information and signed consent forms. Close the collection period no later than 7 days before camp so group assignments and meal planning are based on confirmed information.
When should I set up the tents and sleeping areas?: Check tent locations before arrival and set up the tents and sleeping accommodations on the day of camp, ideally at least 60–90 minutes before participants arrive. Keep sleeping bags, air mattresses, cushions and flashlights together so nothing is distributed separately at the last minute.
When should I check food and camping supplies?: Check the shopping list 3–5 days before camp and do the shopping after the participant count and dietary requirements are confirmed. Chill perishable groceries before departure and inspect cooking, serving, lighting and first-aid equipment the day before 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.