How to organise a family camp without last-minute chaos

Start by fixing the location and date, then build the camp around your participant list. Registrations, dietary requirements and emergency contacts should be collected before you create the final programme or hand numbers to the kitchen. In the final week, check the forecast, food, games and equipment. On arrival day, set up utilities, tents, tables and cooking areas before families arrive, so check-in does not compete with basic camp setup.

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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
Confirm location and date
2
Determine number of participants
2 people
3
Send invitations
2 people
4
Process registrations
2 people
5
Collect dietary requirements
6
Collect emergency contacts
7
Create the program
2 people
8
Confirm venue booking
9
Check the weather forecast
10
Create final participant list
11
Give the diet list to the kitchen
12
Check game materials
2 people
13
Check the shopping list
2 people
14
Do the shopping
3 people
15
Pick up chilled goods
2 people
16
Sort groceries
3 people
17
Chill perishable items
2 people
18
Prepare participant packs
3 people
19
Share route directions
20
Set out cooking equipment
2 people
21
Loading Tents and Equipment
4 people
22
Check the arrival area
2 people
23
Check electricity and water
2 people
24
Set up the tents
6 people
25
Set up tables and chairs
4 people
26
Set up cooking area
3 people
27
Set up buffet tables
3 people
28
Hang decorations
3 people
29
Set up game stations
4 people
30
Prepare first aid supplies
31
Set up the registration table
2 people
32
Prepare coffee and tea
2 people
33
Prepare snacks
3 people

Event

34
Staff the reception desk
2 people
35
Register participants
2 people
36
Serve welcome drinks
2 people
37
Explain camp rules
2 people
38
Group participants
3 people
39
Lead the family relay
4 people
40
Supervise children's activities
5 people
41
Supervise parent activities
3 people
42
Refill drinks
2 people
43
Serve fruit and snacks
2 people
44
Supervise free play time
4 people
45
Light the barbecue
2 people
46
Prepare barbecue
3 people
47
Set out salads and bread
3 people
48
Serve barbecue
4 people
49
Serve diet meals
2 people
50
Top up drinks for dinner
2 people
51
Collect tableware
3 people
52
Explain the evening game
2 people
53
Supervise the evening game
4 people
54
Prepare the Campfire
2 people
55
Facilitate the campfire
3 people
56
Hand out marshmallows
2 people
57
Check toilets
58
Empty trash bins
2 people
59
See participants off
2 people

Aftercare

60
Extinguish campfire safely
2 people
61
Chill food and drinks
2 people
62
Wash dishes
3 people
63
Clean the barbecue
2 people
64
Collect game materials
3 people
65
Remove decorations
2 people
66
Take down tables and chairs
4 people
67
Take down tents
6 people
68
Clean the grounds
4 people
69
Take waste to the collection point
2 people
70
Return materials
3 people
71
Return borrowed items
2 people
72
Clear away leftover groceries
2 people
73
Store materials clean and dry
2 people
74
Leave venue clean
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 50
Beer tablesqty 4
Buffet tablesqty 3
Picnic blanketqty 8
Coolersqty 4

Tableware

Reusable platesqty 50
Reusable bowlsqty 50
Reusable cupsqty 70
Knivesqty 60
Forksqty 60
Spoonsqty 60
Serving spoonsqty 8
Scissorsqty 3

Kitchen

Gas barbecuesqty 2
Gas cylindersqty 2
Pansqty 4
Cutting boardsqty 5
Chef's knivesqty 5
Serving plattersqty 12
Serving tongsqty 6
Thermos flasksqty 5
Water jugsqty 6
Kitchen cratesqty 8

Equipment

Extension cordsqty 4
Power stripsqty 4
Portable speaker
Microphone

Lighting

String lightsqty 5
Lanternsqty 8
Flashlightsqty 6

Sports equipment

Footballsqty 3
Volleyballqty 2
Conesqty 20
Hoopsqty 10
Ropeqty 3
Water balloonsqty 200
Badminton setsqty 4
Frisbeesqty 6
Game cardsqty 6
Board gamesqty 8

Decorations

Buntingqty 8
Balloonsqty 100
Name stickersqty 60
Markersqty 12
Chalkboardqty 2
Chalkqty 2

Camping gear

Sleeping matsqty 40
Sleeping bagsqty 40
Tent hammersqty 4
Herringqty 60
Tent peg pullersqty 3

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Work glovesqty 8

Cleaning

Waste binsqty 8
Litter pickersqty 2
Bucketsqty 6
Cleaning brushesqty 4
Washing-up tubsqty 4

Catering

Groceries

Tips

Set a registration deadline at least 14 days before camp. Use the final participant list to confirm sleeping arrangements, dietary requirements and emergency contacts rather than relying on informal replies.
Create the programme only after you know the group size and ages. Leave one or two flexible activity blocks for weather changes, late arrivals or games that take longer than expected.
Give the kitchen the diet list at least 5 days before arrival, then check chilled goods separately on shopping day. Pack coolers and thermos flasks where they can be reached first during transport.
Treat the arrival area as a separate setup task. Check electricity and water before unloading, then place tables, chairs, tents and cooking equipment so families are not walking through the food-preparation area.
Do an equipment check 2 to 3 days before departure, including gas cylinders, extension cords, power strips, reusable tableware, game materials and lighting. Load tents and equipment in groups so the items needed first are not buried underneath everything else.

Frequently asked questions

How far in advance should I plan a family camp?: Fix the location and date at least 8 to 12 weeks ahead if families need to arrange travel or time off. Set registration, dietary and emergency-contact deadlines no later than 14 days before the camp.
When should I collect dietary requirements for a family camp?: Ask for dietary requirements during registration and close the list 14 days before arrival. Send the confirmed list to the kitchen at least 5 days before the camp so menus and quantities can be checked.
What should I do the day before a family camp?: Finish shopping, pick up chilled goods, sort groceries and chill perishable items the day before. Also prepare participant packs, check the final list and share route directions before people set off.
How early should tents and tables be set up at family camp?: Allow at least 2 to 3 hours before the first planned arrival for the arrival-area check, utilities, tents, tables, chairs and cooking equipment. Add extra time if the site has not been used before or the weather is wet.

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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.