How to organise a five-day summer camp

A five-day summer camp needs more than a programme and a campsite. Start with the date, site and participant list, then work through registrations, consent forms, medical and dietary information, transport and sleeping arrangements. The final week is mainly about checking: tents, cooking equipment, food, first aid supplies, emergency contacts and attendance records. This order helps you spot missing information before people arrive and prevents last-minute work at the campsite.

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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

1
Set camp date and site
2 people
2
Create the participant list
2 people
3
Send invitations
2 people
4
Process registrations
2 people
5
Collect dietary requirements
6
Collect medical information
7
Check consent forms
2 people
8
Send participant information
9
Arrange transport to camp
2 people
10
Reserve campsite
11
Reserve activity locations
2 people
12
Create room groups and tent layout
2 people
13
Develop the day programme
3 people
14
Collect game materials
2 people
15
Print campsite rules
16
Print emergency contacts
17
Check tent materials
2 people
18
Check cooking equipment
2 people
19
Restock first aid supplies
20
Check the shopping list
2 people
21
Do the shopping
3 people
22
Sort non-perishable groceries
2 people
23
Store chilled products in the fridge
2 people
24
Load luggage and materials
4 people
25
Prepare attendance list

Event

26
Inspect the site and sanitary facilities
2 people
27
Fence off the campsite
2 people
28
Set up the tents
5 people
29
Set up the kitchen tent
3 people
30
Set up tables and chairs
3 people
31
Receive participants
4 people
32
Register attendance
2 people
33
Take luggage to the tents
4 people
34
Explain camp rules and grounds
3 people
35
Lead the introduction game
3 people
36
Prepare dinner
3 people
37
Serve dinner
3 people
38
Refill drinks
39
Supervise the evening game
4 people
40
Carry out evening round
3 people
41
Prepare breakfast
3 people
42
Serve breakfast
3 people
43
Guide morning game
4 people
44
Prepare lunch packs
3 people
45
Guide the afternoon excursion
5 people
46
Prepare dinner
4 people
47
Serve dinner
3 people
48
Lead the campfire evening
4 people
49
Set out day two schedule
2 people
50
Prepare breakfast and coffee
3 people
51
Support the sports tournament
4 people
52
Prepare lunch
3 people
53
Guide the craft activity
3 people
54
Refill afternoon drinks
55
Prepare barbecue
4 people
56
Serve barbecue
4 people
57
Supervise the night game
5 people
58
Provide breakfast
3 people
59
Supervise the orienteering tour
5 people
60
Serve lunch
3 people
61
Support the free afternoon
4 people
62
Cook dinner
4 people
63
Host variety night
4 people
64
Prepare breakfast and lunch packs
3 people
65
Guide the closing group game
4 people
66
Clear the tents
5 people
67
Gather luggage
4 people
68
Serve the Final Lunch
3 people
69
See participants off
4 people

Aftercare

70
Take down tents
5 people
71
Pack kitchen equipment
3 people
72
Collect and sort waste
3 people
73
Clean the grounds
4 people
74
Clean the restroom
2 people
75
Prepare campsite handover
2 people
76
Unload materials
4 people
77
Let camping gear dry
2 people
78
Clean materials
3 people
79
Return rented materials
2 people
80
Return lost and found items
81
Inform parents about wrap-up

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 36
Beer tablesqty 4

Camping

Tents for participantsqty 8
Leader tent
Kitchen tent
Ground tarpsqty 10
Air mattressesqty 30
Sleeping bagsqty 30
Cushionsqty 30
Picnic blanketsqty 6
Tent pegsqty 80
Hammerqty 4
Ropeqty 3

Tableware

Reusable platesqty 40
Reusable bowlsqty 40
Reusable cupsqty 50
Mugsqty 40
Cutlery setsqty 40
Serving spoonsqty 8
Cutting boardsqty 5
Kitchen knivesqty 6

Kitchen

Large cooking potsqty 4
Frying pansqty 2
Mixing bowlsqty 4
Measuring cupsqty 3
Kettlesqty 2
Coffee machinesqty 2
Gas burnersqty 4
Gas cylindersqty 4
Coolersqty 5
Cutting boardsqty 4
Serving plattersqty 8
Thermos flasksqty 4
Water jugsqty 6
Barbecuesqty 2
Lightersqty 4

Equipment

Portable speakersqty 2
Power banksqty 6
Extension cordsqty 4

Lighting

LED lampsqty 8
String lightsqty 4
Flashlightsqty 12
Headlampsqty 8

Sports equipment

Footballsqty 4
Volleyballqty 2
Frisbeesqty 6
Tennis ballsqty 12
Skipping ropesqty 8
Conesqty 24
Compassesqty 10
Stopwatchesqty 4
Water balloonsqty 200

Activities

Craft paperqty 2
Markersqty 4
Paint setsqty 4
Brushesqty 24
Scissorsqty 12
Glueqty 12
Game cardsqty 6
Board gamesqty 8

Safety

First aid kitsqty 2
Emergency blanketsqty 10
Whistlesqty 8
Reflective vestsqty 8
Fire extinguishersqty 2

Decorations

Buntingqty 6
Name badgesqty 40
Waterproof markersqty 6

Cleaning

Waste binsqty 6
Broomsqty 4
Eye-catchersqty 2
Bucketsqty 6
Mopsqty 4

Catering

Groceries

Tips

Set the date and campsite before sending invitations. Once registrations open, collect dietary requirements, medical information and consent forms together so you are not chasing essential details separately.
Close registrations early enough to create room groups, tent layouts and transport plans. Send participant information only after you have confirmed arrival arrangements, sleeping places and the day programme.
Build the programme around the activity locations you have actually reserved. Print campsite rules and emergency contacts before departure; these are easy to overlook when most attention goes to games and activities.
Check every tent, ground tarp, air mattress, sleeping bag, peg, hammer and length of rope before loading. A missing small camping item can affect an entire sleeping area, while replacement options may be limited on site.
Plan food in two stages: sort non-perishable groceries first, then refrigerate chilled products and load them as late as possible. Check the shopping list against the cooking equipment, including gas burners, cylinders, pots, pans and serving items.

Frequently asked questions

How far in advance should I plan a five-day summer camp?: Start at least 8 to 12 weeks before departure. Set the date and site first, then allow time for registrations, consent forms, medical details, transport and activity reservations.
When should summer camp registrations close?: Close registrations at least 2 to 3 weeks before camp starts. That gives you time to confirm numbers, create tent groups, arrange transport and plan food quantities.
What information should I collect from summer camp participants?: Collect emergency contacts, medical information, dietary requirements and signed consent forms. Finish checking these at least 7 days before departure so unresolved issues do not appear during loading or arrival.
When should I buy and pack food for a five-day camp?: Buy non-perishable groceries a few days before departure and sort them before loading. Purchase or collect chilled products as late as practical, then store them in a fridge until departure.

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.