How to organise a camping club camp

A camping club camp needs more than tents and a food plan. Start by securing the campsite, confirming who is coming and collecting dietary and transport details before buying supplies. During the final week, check the forecast, divide equipment by team and keep fresh food refrigerated. On arrival, set up sleeping areas, cooking, lighting and shared seating before participants arrive, then give a short safety briefing.

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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
Reserve campsite
2
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Send arrival information
6
Arrange transport and carpools
2 people
7
Determine menu and quantities
2 people
8
Inventory camping gear
2 people
9
Check the weather forecast
10
Check the shopping list
2 people
11
Do the shopping
3 people
12
Keep fresh products refrigerated
2 people
13
Borrow camping gear
2 people
14
Set up the tent layout
2 people
15
Pack materials by team
3 people
16
Prepare food
3 people

Event

17
Check arrival and site
2 people
18
Unload materials
4 people
19
Set up the tents
8 people
20
Set up sleeping accommodations
6 people
21
Set up tables and benches
4 people
22
Set up cooking station
3 people
23
Hang lighting
2 people
24
Receive participants
3 people
25
Give safety instructions
2 people
26
Assign groups and sleeping places
3 people
27
Chill drinks
2 people
28
Prepare snacks
3 people
29
Supervise camp activities
4 people
30
Cook dinner
4 people
31
Set the tables
3 people
32
Serve dinner
4 people
33
Refill drinks
2 people
34
Prepare the campfire area
3 people
35
Facilitate the campfire
3 people
36
Hand out evening snacks
2 people
37
Wash dishes
3 people
38
Tidy up the grounds in between
3 people
39
Announce the evening closing

Aftercare

40
Check tents and equipment
3 people
41
Prepare breakfast
4 people
42
Serve breakfast
3 people
43
Take down tents
8 people
44
Pack sleeping materials
5 people
45
Clear away the tables and benches
4 people
46
Sort and dispose of waste
3 people
47
Clean cooking equipment
3 people
48
Leave the site clean
4 people
49
Dry equipment at home
3 people
50
Return borrowed equipment
2 people
51
Set damaged equipment aside
2 people

What to bring

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

Furniture

Camping tentsqty 8
Tablesqty 6
Benchesqty 8
Folding chairsqty 30
Picnic blanketsqty 6

Camping gear

Sleeping matsqty 30
Sleeping bagsqty 30
Ground tarpsqty 8
Herringqty 80
Tent hammersqty 6
Guy ropesqty 16
Water jerry cansqty 4

Tableware

Reusable platesqty 40
Reusable bowlsqty 40
Reusable cupsqty 50
Cutlery setsqty 40
Serving spoonsqty 6

Kitchen

Cooking potsqty 4
Frying pansqty 2
Cutting boardsqty 4
Kitchen knivesqty 6
Mixing bowlsqty 4
Colandersqty 2

Equipment

Camping gas stovesqty 2
Gas cylindersqty 4
Coolersqty 4
Thermos flasksqty 4

Lighting

Rechargeable lampsqty 8
Headlampsqty 10

Decorations

Buntingqty 6

Sports equipment

Footballsqty 2
Frisbeesqty 3

Game materials

Card gamesqty 6
Board gamesqty 4

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Flashlightsqty 4

Cleaning

Washing-up basinsqty 3
Reusable dish towelsqty 12
Hand brushes and dustpanqty 2

Catering

Groceries

Tips

Reserve the campsite before opening registrations, then send arrival details once the booking, travel options and check-in arrangements are confirmed. Give participants a clear deadline for registration and dietary requirements.
Count sleeping places separately from tents: allow one sleeping mat and sleeping bag per person, plus ground tarps, spare guy ropes and tent hammers for setup problems. Check borrowed camping gear at least one week before departure.
Plan food by headcount and meal, and keep chilled ingredients in coolers until they are needed. Pack reusable plates, bowls, cups and cutlery together so the cooking team is not searching for tableware at mealtime.
Pack materials by team rather than by item type: cooking equipment, sleeping equipment, lighting and arrival supplies should each be easy to unload. This reduces the risk of having tables ready while the cooking station or tents are still packed away.
Set up the campsite in a fixed order: check the site first, mark the tent layout, build sleeping areas, then arrange tables, benches, cooking and lighting. Give safety instructions before people disperse, including gas stove use, lighting and where water is stored.

Frequently asked questions

How far in advance should I organise a camping club camp?: Reserve the campsite at least 8 to 12 weeks ahead, especially if the group is large or the date falls in a busy period. Open registrations after the site and basic transport options are confirmed.
How do I plan food for a camping club camp?: Use the confirmed registration count and plan each meal separately, including dietary requirements. Finalise quantities and shop 1 to 2 days before departure, then keep fresh products refrigerated in coolers until cooking.
When should I check camping equipment before the camp?: Inventory tents, mats, sleeping bags, tarps, hammers, ropes, stoves and gas cylinders at least 7 days before leaving. Borrow or replace missing equipment early enough to test it before the group arrives.
What should I set up first at a camping club camp?: Check the campsite and arrival conditions first, then mark the tent layout and set up sleeping accommodations. Put tables, benches, the cooking station and lighting in place before receiving participants, so the first briefing can start on time.

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