How to organise a family camping week

A family camping week works best when you treat it as a small shared operation, not just a group trip. Start by securing the camping place, then collect registrations, dietary requirements and travel details before planning food and equipment. The final week is for checking the forecast, shopping, portioning food and confirming who brings what. On arrival, register everyone, assign pitches, set up the common area and explain safety rules before serving the welcome drinks or dinner.

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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
Update participant list
6
Check the weather forecast
7
Create the meal plan
2 people
8
Check the shopping list
2 people
9
Do the shopping
3 people
10
Gather camping gear
3 people
11
Check batteries and gas
2 people
12
Portion the food
3 people
13
Fill coolers
2 people
14
Share route and contact details
15
Load cars
4 people

Event

16
Register arrival
2 people
17
Allocate camping spots
2 people
18
Set up the tents
8 people
19
Set up the common area
4 people
20
Place coolers and stock
3 people
21
Pour welcome drinks
2 people
22
Explain safety rules
2 people
23
Prepare evening meal
4 people
24
Serve dinner
3 people
25
Refill drinks
2 people
26
Supervise the evening game
2 people
27
Prepare the Campfire
2 people
28
Safely extinguish campfire
2 people
29
Prepare breakfast
3 people
30
Serve breakfast
3 people
31
Set up day activity
3 people
32
Guide family activities
4 people
33
Prepare lunch packs
3 people
34
Distribute lunch
2 people
35
Guide the afternoon program
4 people
36
Prepare a hot meal
4 people
37
Serve the meal
3 people
38
Wash dishes
3 people
39
Collect daily waste
2 people
40
Repeat activities for days 2-6
4 people
41
Prepare the final evening meal
4 people
42
Sort camping gear
4 people
43
Take down tents
8 people
44
Leave the site clean
5 people
45
Pack up and load the cars
5 people
46
Register departure

Aftercare

47
Let camping gear dry
4 people
48
Clean equipment
3 people
49
Count inventory
2 people
50
Return borrowed items
2 people
51
Check the deposit and final settlement
52
Return lost property

What to bring

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

Furniture

Family Tentsqty 8
Folding tablesqty 4
Folding chairsqty 20
Picnic blanketqty 4
Air mattressesqty 20
Sleeping matsqty 20
Sleeping bagsqty 20
Cushionsqty 20
Tarpqty 3

Tableware

Reusable platesqty 24
Reusable bowlsqty 24
Reusable cupsqty 30
Cutlery setsqty 24
Serving spoonsqty 6

Kitchen

Gas burnersqty 2
Cooking potsqty 4
Frying pansqty 2
Cutting boardsqty 4
Chef's knifeqty 4
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 4
Storage cratesqty 10

Equipment

Gas cylindersqty 8
Power banksqty 6

Lighting

LED lanternsqty 8
Headlampsqty 12
String lightsqty 3

Sports equipment

Footballsqty 2
Frisbeesqty 3
Badminton setsqty 2
Skipping ropesqty 4
Gamesqty 8

Decorations

Buntingqty 4
Name badgesqty 24

Cleaning

Dishpanqty 2
Dish brushesqty 3
Reusable clothsqty 12
Hand broomsqty 2
Trash binsqty 4
First aid kitsqty 2
Fire extinguishersqty 2

Catering

Groceries

Tips

Reserve the camping place before sending invitations, then set a registration deadline at least three weeks before departure. You need the final participant count for pitches, meals, seating and shared equipment.
Close registrations before writing the meal plan. Record dietary requirements in the same list as the participant names, and plan portions for every registered person rather than estimating at the campsite.
Do the main shopping one to two days before departure, then portion food and fill the coolers before loading the cars. This prevents chilled ingredients, cooking pots and gas cylinders from being left behind.
Check the weather forecast 48 hours before leaving and adjust the packing plan for rain, cold nights or heat. A tarp, headlamps, power banks and enough sleeping gear are easy to overlook when everyone is packing separately.
Make arrival assignments in advance: one person registers arrivals, one distributes pitches and another starts the common area. Explain safety rules before the first evening meal, including where gas cylinders, lanterns and coolers are placed.

Frequently asked questions

How far in advance should I organise a family camping week?: Start at least six weeks before departure by reserving the camping place and sending invitations. Set the registration deadline for three weeks before the trip, leaving time to finalise meals, equipment and transport details.
When should I plan the food for a family camping week?: Create the meal plan as soon as registrations close, about three weeks before departure. Check dietary requirements first, then shop one to two days before leaving and portion the food before the coolers are filled.
How much camping equipment does each family need?: Each family needs sleeping equipment for every person, including a sleeping bag, sleeping mat or airbed and a pillow. Confirm these items at least one week before departure; shared items such as tables, chairs, cookware and gas burners should have one named owner.
What should we do when everyone arrives at the campsite?: Register arrivals first, then assign pitches and set up the tents and common area. Aim to finish the basic setup within the first two hours, and explain safety arrangements before welcome drinks and dinner.

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.