How to organise a camping club weekend

A camping club weekend works best when the practical details are settled before anyone arrives. Start with the campsite booking, then manage registrations, payments, dietary requirements and transport information in one up-to-date list. Set the programme and camping rules early, because late changes affect food, equipment and sleeping arrangements. On arrival, mark the pitches before unloading, then build the shared area, cooking station and registration table in a clear order.

Organize this event for free with Lizzt

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
Update participant list
6
Check payments
7
Set the schedule and times
2 people
8
Collect transport information
9
Request campsite rules
10
Check the weather forecast
11
Send final information
12
Send out the task roster
13
Check the shopping list
2 people
14
Do the shopping
3 people
15
Gather supplies and materials
3 people
16
Pre-chill coolers
2 people
17
Transport food refrigerated
2 people

Event

18
Check grounds and camping spots
2 people
19
Mark camping spots
2 people
20
Unload materials
4 people
21
Build party tents
4 people
22
Set up tables and chairs
4 people
23
Hang lighting
2 people
24
Set up cooking and barbecue area
3 people
25
Set up the registration table
2 people
26
Receive participants
2 people
27
Assign camping spots
2 people
28
Serve welcome coffee
2 people
29
Chill drinks
2 people
30
Prepare game materials
2 people
31
Explain the program
32
Guide group activity
3 people
33
Prepare snacks
3 people
34
Light the barbecue
2 people
35
Prepare barbecue dishes
4 people
36
Serve dinner
4 people
37
Refill drinks and buffet
2 people
38
Collect tableware
2 people
39
Use campfire area
2 people
40
Support the evening program
2 people
41
Check the grounds for the night
2 people
42
Set up breakfast buffet
3 people
43
Serve breakfast
3 people
44
Refill coffee and tea
2 people

Aftercare

45
Pack the last items
4 people
46
Collect and sort waste
3 people
47
Wash dishes and kitchen equipment
3 people
48
Take down tables and chairs
4 people
49
Take down party tents
4 people
50
Leave the site clean
4 people
51
Inventory supplies
2 people
52
Return borrowed equipment
2 people
53
Store leftover stock
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 35
Beer benchesqty 4
Waste binsqty 4

Tableware

Reusable platesqty 40
Reusable bowlsqty 40
Reusable cupsqty 60
Reusable cutleryqty 45
Coffee cupsqty 35
Wine glassesqty 35

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 8
Serving spoonsqty 6
Coolersqty 5
Water jugsqty 4
Dishpanqty 3

Equipment

Camping stovesqty 2
Gas cylindersqty 4
Barbecuesqty 2
Coffee machinesqty 2
Thermos flasksqty 4
Bluetooth speaker

Lighting

LED light stringsqty 4
LED lanternsqty 6
Extension cordsqty 4
Power stripsqty 4

Decorations

Tableclothsqty 6
Buntingqty 6
Name badgesqty 40

Sports equipment

Kubb set
jeu-de-boules setsqty 2
Card gamesqty 6

Cleaning

Dustpans and brushesqty 3
Bucketsqty 4
Microfiber clothsqty 12
First aid kit
Fire extinguisher

Catering

Groceries

Tips

Book the campsite before sending invitations, and ask for its rules, arrival times, vehicle restrictions and facilities at the same time. These details determine what people need to bring and how you plan transport.
Close registrations with enough time to check payments, dietary requirements and transport information together. Send the final information only after the participant list and programme match.
Check the weather forecast again shortly before departure, not just when you first make the plan. Use that final check to confirm what needs protecting under the party tents and whether lighting, seating or cooking arrangements need adjusting.
Pre-cool the cool boxes before loading them, and keep chilled food in them during transport. Pack the cooking equipment, gas bottles and barbecues as one checked group so the food plan does not depend on a missing item.
Give the setup team a fixed arrival sequence: check and mark the pitches, unload the shared equipment, build the party tents, then place tables, chairs, lighting and the cooking area. A registration table should be ready before participants start arriving.

Frequently asked questions

When should I send invitations for a camping club weekend?: Send them after the campsite is confirmed and at least 4 to 6 weeks before the weekend. Give people a clear closing date for registration so you still have time to check payments, dietary requirements and transport.
When should I collect dietary requirements and transport details?: Collect both during registration rather than in separate messages. Close the form or response period at least 2 weeks before departure, then use the final participant list for shopping, seating and transport planning.
How early should I check the weather for a camping club weekend?: Make an initial check when you send the final information, then check again 24 to 48 hours before departure. The second check is the one to use for protecting food, equipment and shared spaces.
What should be set up first at the campsite?: First check and mark the camping pitches, then unload the shared equipment. Build the party tents before arranging tables, chairs, lighting and the cooking or barbecue area, with registration ready before arrivals.

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.