How to organise a cabin building week

A cabin building week needs more than timber and a group of willing builders. Start by fixing the programme, checking the grounds and confirming what permissions are needed. Then secure the wood delivery, map the construction areas and assign volunteers before invitations go out. In the final week, focus on tool checks, safe material storage, water points, waste collection and clear information for parents or participants. This order prevents deliveries, registrations and safety checks from becoming last-minute problems.

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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 the date and program
2 people
2
Check the venue and grounds
2 people
3
Arrange permits and notifications
2 people
4
Prepare safety plan
2 people
5
Create site map
2 people
6
Reserve wood delivery
2 people
7
Arrange waste collection
8
Send invitations
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Assign volunteers
2 people
12
Send parent information
2 people
13
Check permissions
2 people
14
Check first aid supplies
15
Inventory tools
2 people
16
Label tools
2 people
17
Check wood for safety
3 people
18
Sort and stack wood
4 people
19
Mow and level the grounds
3 people
20
Mark construction zones
3 people
21
Put up barriers
3 people
22
Set up tents and tables
4 people
23
Place coolers and water points
3 people
24
Set up decorations and signage
3 people
25
Do the shopping
3 people
26
Chill drinks
2 people
27
Prepare snacks and lunch
4 people
28
Set up the registration table
2 people

Event

29
Give safety instructions
3 people
30
Assign children to construction teams
4 people
31
Distribute building materials
5 people
32
Supervise hut building
12 people
33
Distribute water and fruit
3 people
34
Serve dinner
6 people
35
Refill drinks
2 people
36
Securely close off the construction site
4 people
37
Support the evening program
6 people
38
Do end-of-day closeout and handover
3 people
39
Replenish construction supplies
5 people
40
Brief construction teams again
4 people
41
Continue building huts
12 people
42
Inspect workstations
4 people
43
Provide the lunch break
4 people
44
Serve dinner
6 people
45
Refill drinks
2 people
46
Run the game program
6 people
47
Securely close off the construction site
4 people
48
Reinforce huts
12 people
49
Hand out cabin decorations
3 people
50
Provide lunch and drinks
5 people
51
Inspect the cabins technically
4 people
52
Serve dinner
6 people
53
Refill drinks
2 people
54
Supervise movie night
5 people
55
Prepare cabins for painting
8 people
56
Distribute painting materials
3 people
57
Decorate and paint huts
12 people
58
Prepare the Jury Route
3 people
59
Serve dinner
6 people
60
Refill drinks
2 people
61
Guide hut presentations
6 people
62
Handle prize ceremony
4 people
63
Inspect huts before the final day
4 people
64
Guide the final activities
8 people
65
Take souvenir photos
2 people
66
Serve the final meal
6 people
67
Lead the closing program
6 people
68
Ensure children are picked up safely
5 people
69
Collect tools
5 people

Aftercare

70
Collect waste
5 people
71
Wash dishes and supplies
4 people
72
Take down tents and tables
6 people
73
Carefully dismantle the huts
10 people
74
Sort and remove the wood
6 people
75
Clean the grounds
6 people
76
Clean tools
4 people
77
Count and store materials
3 people
78
Take waste to the collection point
3 people
79
Return borrowed materials
2 people
80
Clear away leftover stock
2 people
81
Leave venue clean
3 people
82
Send participant photos
83
Handle lost and found

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 12
Folding chairsqty 80
Beer tablesqty 8
Waste binsqty 10
Storage cabinetsqty 4

Construction materials

Scaffold planksqty 350
Wooden polesqty 180
Wooden panelsqty 100
Palletsqty 50
Corrugated Sheetsqty 80
Rope rollsqty 24
Nailsqty 25
Screwsqty 20
Wood glueqty 12

Tools

Hammerqty 30
Hand sawqty 20
Screwdriver setqty 12
Cordless drillqty 8
Drill bitsqty 8
Spirit levelsqty 8
Measuring tapesqty 15
Combination pliersqty 15
Work glovesqty 100
Safety gogglesqty 60
Wire cuttersqty 10
Hand wheelbarrowsqty 4

Safety

First aid kitsqty 3
Crowd control barriersqty 20
Warning signsqty 12
Conesqty 30
Flashlightsqty 20
Reflective vestsqty 25

Tableware

Reusable cupsqty 120
Reusable platesqty 100
Reusable cutleryqty 120
Storage cratesqty 20

Kitchen

Coolersqty 8
Food warmersqty 6
Cutting boardsqty 8
Chef’s knives and bread knivesqty 12
Serving spoonsqty 12
Scissorsqty 8
Water jugsqty 12
Thermos flasksqty 8

Equipment

Kettlesqty 4
Refrigeratorsqty 2
Extension cordsqty 8
Power stripsqty 8
Portable music speakersqty 2

Lighting

LED string lightsqty 12
Work lightsqty 8
Batteriesqty 40

Decorations

Buntingqty 12
Bannersqty 6
Paintbrushesqty 40
Paint traysqty 20
Acrylic paintqty 30
Markersqty 40
Colored paperqty 20
Staplersqty 10
Rolls of tapeqty 20
Apronsqty 40

Sports equipment

Footballsqty 6
Tennis ballsqty 20
Hoopsqty 12
Skipping ropesqty 12
Cones for gamesqty 30

Cleaning

Broomqty 6
Dustpanqty 4
Mopsqty 6
Bucketsqty 8
Cleaning clothsqty 30

Catering

Groceries

Tips

Set the date and daily programme before opening registrations. Include arrival and departure times, working hours, meal breaks and a clear finish time so volunteers and parents know what to expect.
Check the venue and grounds at least 4 weeks before the build. Confirm access for the wood delivery, level areas for tents and tables, construction zones, storage space and where waste collection vehicles can reach the site.
Reserve the wood delivery before sending final invitations, then check the load when it arrives. Sort and stack scaffold planks, poles, panels, pallets and sheets by type, and remove damaged or unsafe pieces before building starts.
Assign volunteers by responsibility, not just by day. Have named people for registration, tool control, first aid, water points, waste and construction supervision, with a backup for each role.
Complete the safety setup before participants arrive: mark construction zones, place barriers and warning signs, check first aid kits, and label tools. Keep gloves and safety goggles at the tool point instead of expecting everyone to bring them.

Frequently asked questions

How far in advance should I plan a cabin building week?: Start at least 8 weeks before the first building day. Use the first 2 weeks for the date, venue, permissions and safety plan, then arrange materials, registrations and volunteers before the final site preparations.
When should I order the wood for a cabin building week?: Reserve the wood delivery at least 4 weeks in advance, or earlier if the supplier has limited delivery slots. Check and stack the materials as soon as they arrive, ideally no later than 2 days before construction begins.
How many volunteers do I need for cabin building week?: Plan one responsible adult or experienced supervisor for every 6 to 8 builders, plus separate people for first aid, registration and site logistics. Add at least 2 backup volunteers to cover illness and breaks.
What should I do on the day before cabin building starts?: Finish the site setup 1 day beforehand: mow and level the grounds, mark construction zones, put up barriers, set out tents and tables, place water points and check every tool. Keep the first aid supplies and emergency information easy to find.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.