How to organise a camping photo contest

A camping photo contest works best when the creative brief, campsite logistics and judging process are fixed before invitations go out. Start by choosing one clear theme, then write rules that explain the route, submission format and scoring. Confirm registrations and dietary requirements early, because campsite spaces, power outlets and equipment need firm numbers. On the day, keep the photo walk, file collection and judging on a visible schedule so the final presentation does not run late.

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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 competition theme
2 people
2
Draw up the competition rules
2 people
3
Reserve campsite
4
Reserve power outlets
5
Create a registration form
6
Send invitations
2 people
7
Process registrations
8
Collect dietary requirements
9
Confirm participants
10
Assign judges
11
Plan the photo walk
2 people
12
Prepare assignment cards
2 people
13
Develop assessment criteria
2 people
14
Order prizes
15
Make route signs
2 people
16
Print name badges
17
Print score sheets
18
Check photo materials
2 people
19
Charge batteries
20
Test the projection
2 people
21
Do the shopping
2 people
22
Sort materials
2 people
23
Fill coolers
2 people

Event

24
Receive participants
3 people
25
Register attendance
2 people
26
Hand out name badges
27
Give the competition briefing
2 people
28
Hand out task cards
2 people
29
Lead the photo walk
3 people
30
Chill drinks
2 people
31
Set out coffee and tea
2 people
32
Serve snacks
2 people
33
Refill drinks
2 people
34
Collect photos
2 people
35
Back up photos securely
2 people
36
Serve the evening buffet
4 people
37
Guide the jury evaluation
3 people
38
Project photos
2 people
39
Announce the winners
2 people
40
Present prizes
2 people
41
See participants off
2 people

Aftercare

42
Dismantle materials
4 people
43
Collect waste
3 people
44
Wash dishes
3 people
45
Clean the venue
3 people
46
Return rented items
2 people
47
Store photo archive securely
48
Send results to participants
49
Publish winning photos
50
Send thank-you message

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 50
Beer tablesqty 4
Folding benchesqty 4
Tableclothsqty 6
Waste binsqty 6

Equipment

Laptop
Projector
Projection screen
Printer
Extension cordsqty 6
Power stripsqty 6
Power banksqty 6
Card readersqty 4
USB sticksqty 6

Photography

Spare camera
Tripodqty 2
Memory cardsqty 6
External Hard Driveqty 2
Photo sleevesqty 50
Clipboardsqty 10

Lighting

LED lanternsqty 12
String lightsqty 4
Work lightsqty 4

Tableware

Reusable cupsqty 60
Reusable platesqty 60
Reusable cutleryqty 60
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 4

Decorations

Welcome banner
Directional signsqty 12
Name badgesqty 50
Table numbersqty 6

Cleaning

Broomsqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Hand spray bottlesqty 3

Catering

Groceries

Tips

Set the theme and rules before sending invitations. State the deadline, number of photos allowed, route boundaries, file format and whether participants may use phones or only cameras.
Confirm the campsite and power supply at least two weeks before the contest. Count outlets for the projector, laptop, printer and charging equipment, then bring extension cords and power strips rather than relying on one socket.
Close registrations with enough time to prepare name badges, score sheets, assignment cards and food. A fixed registration deadline five to seven days before the event gives you time to confirm every participant.
Plan the photo walk with a realistic return time and mark the route with signs. Leave at least 30 minutes between the scheduled return and the judging or projection session for transferring files, charging devices and solving missing memory cards.
Test the full presentation setup before participants arrive. Connect the laptop, projector and screen, open a sample photo set, check the USB sticks and external hard drive, and charge cameras, power banks and other batteries the evening before.

Frequently asked questions

How far in advance should I organise a camping photo contest?: Start planning four to six weeks ahead. Reserve the campsite and power outlets first, then send invitations once the theme, rules and date are fixed. Close registrations five to seven days before the event.
How many judges do I need for a camping photo contest?: Use at least three judges so one personal preference does not dominate the result. Give them the same criteria and printed score forms before the photo walk, and calculate the scores only after every entry has been reviewed.
How long should the photo walk last?: Allow two to three hours for the photo walk, depending on the route and number of assignment cards. Schedule a 30-minute buffer before judging so participants can return, submit files and handle technical problems.
What equipment should I test before the contest?: Test the laptop, projector, projection screen, printer, extension cords and power strips at least one day in advance. Also check memory cards, the spare camera, USB sticks and external hard drive, and charge batteries and power banks overnight.

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