Golf camp checklist: what to arrange and when

A golf camp needs more than a tee time and a set of clubs. You’ll need to coordinate the course, accommodation, instructors, registrations, transport, meals and camping setup, often across several days. Start by fixing the date and programme, then secure the course and overnight stay before inviting participants. This checklist helps you track practical details such as dietary requirements, emergency contacts, handicaps, equipment labels and daily packing, so nothing is left until arrival day.

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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 golf course
Reserve overnight accommodation
Confirm guides and instructors
2 people
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Collect emergency contacts
Check participant list
2 people
Assign groups and handicaps
2 people
Arrange transport to the course
2 people
Coordinate meals
2 people
Check permissions
2 people
Check the weather forecast
Send participant information
Do the shopping
3 people
Check golf equipment
2 people
Label golf equipment
2 people
Check camping equipment
2 people
Prepare meals
4 people
Pack materials by day
3 people

Event

Set up the reception desk
2 people
Set up the campsite
5 people
Set out golf equipment
3 people
Receive participants
3 people
Register attendance
2 people
Hand out wristbands
2 people
Explain camp rules
2 people
Allocate camping spots
3 people
Run golf clinic
4 people
Refill drinks
2 people
Prepare evening meal
4 people
Serve dinner
4 people
Lead the golf quiz
2 people
Support the evening program
4 people
Tidy up the kitchen
3 people
Carry out the night check
2 people
Prepare breakfast
4 people
Serve breakfast
4 people
Lead the morning training
4 people
Hand out lunch packs
3 people
Escort competition groups
5 people
Collect scorecards
2 people
Hand out afternoon fruit
2 people
Prepare dinner
4 people
Serve dinner
4 people
Handle prize ceremony
3 people
Support the evening activity
4 people
Prepare breakfast
4 people
Serve breakfast
4 people
Guide the final round
5 people
Serve lunch
4 people
Collect golf equipment
3 people
Process results
2 people
Closing awards ceremony
3 people
See participants off
3 people

Aftercare

Take down tents
5 people
Sort materials
3 people
Collect waste
3 people
Clean the kitchen
3 people
Leave the site clean
4 people
Count golf clubs and balls
2 people
Return borrowed materials
2 people
Clean laundry and textiles
2 people
Return lost and found items
Share participant photos

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 32
Picnic benchesqty 4
Party tentsqty 3
Storage cratesqty 12

Sports equipment

Golf clubsqty 24
Golf Ballsqty 180
Golf teesqty 500
Golf glovesqty 24
Golf cartsqty 12
Training conesqty 30
Alignment polesqty 12
Putting matsqty 4
Training hoopsqty 12
Scoreboardsqty 4
Stopwatchesqty 6
Waterproof score sleevesqty 30

Tableware

Reusable cupsqty 40
Reusable platesqty 40
Reusable cutleryqty 40
Mugsqty 40

Kitchen

Coolersqty 6
Thermos flasksqty 6
Cutting boardsqty 6
Chef’s knives and bread knivesqty 6
Large potsqty 4
Serving plattersqty 10
Storage bins with lidsqty 12

Equipment

Kettlesqty 3
Cooking stovesqty 3
Extension cordsqty 4

Lighting

LED lampsqty 8
Battery lanternsqty 8

Decorations

Name badgesqty 32
Wristbandsqty 32
Cones for signageqty 12

Camping

Camping tentsqty 12
Sleeping matsqty 28
Sleeping bagsqty 28
Foldable drying racksqty 4

Safety

Flashlightsqty 12
Reflective vestsqty 8
First aid kitsqty 2

Cleaning

Waste binsqty 6
Dustpans and brushesqty 3
Mopsqty 3

Catering

Groceries

Tips

Book the golf course and overnight accommodation before opening registration. Confirm the programme, available tee times and sleeping arrangements first, then include those details in the invitation and registration form.
Close registrations early enough to assign groups and handicaps. Set a clear deadline, then collect dietary requirements and emergency contacts before sending the final participant information.
Pack equipment by day rather than in one large pile. Label golf clubs, balls, gloves and other gear, and keep training equipment such as cones, alignment poles and putting mats together for each session.
Plan transport around the course schedule, not just the arrival time. Confirm how participants and equipment will travel to the course, and allow time to unload golf carts and set out clubs before the first activity.
Treat meals and camp setup as separate workstreams. Check cooking stoves, kettles, coolers, storage bins and serving equipment before preparing meals, then set up the reception desk and campsite before participants arrive.

Frequently asked questions

How far in advance should I book a golf camp?: Book the golf course and overnight accommodation as soon as you have a likely date, ideally several months before the camp. Open registration only after the course, lodging and core programme are confirmed.
When should golf camp registration close?: Close registration at least 7 days before arrival so you can check the participant list, assign groups and handicaps, collect dietary requirements and prepare emergency contact information. Allow more time if transport or meals depend on final numbers.
How much golf equipment do I need for a camp?: Plan one usable club set per participant who is not bringing their own, plus spare golf balls, tees and gloves. Count training cones, alignment poles, putting mats and scoreboards by group so every session can run without sharing one small set of equipment.
When should I check the weather for a golf camp?: Check the forecast 3 days before the camp and again on the morning of each outdoor session. Use the update to confirm transport, campsite arrangements, clothing guidance and whether the programme needs adjusting.

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