How to organise a farm camp without missing the essentials

A farm camp needs more than a booked farm and a few activities. You are coordinating accommodation, food, animal areas, outdoor plans, safety checks and arrivals, often for participants with different needs. Start by fixing the date and programme, then secure the farm and sleeping arrangements before inviting anyone. The final week is for registrations, dietary information, consent forms, shopping and weather checks; the final day is for setting up and making the arrival process simple.

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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 date and program
2 people
2
Reserve the farm and sleeping accommodations
3
Send invitations
2 people
4
Process registrations
2 people
5
Collect dietary requirements
6
Check emergency contacts
2 people
7
Collect consent forms
2 people
8
Create Activities and Group Assignments
3 people
9
Check the weather forecast
10
Do the shopping
3 people
11
Collect materials
3 people
12
Store food chilled
2 people
13
Print participant list
14
Check first aid and safety supplies
2 people
15
Check the grounds and animal enclosures
2 people
16
Set up tents and sleeping areas
5 people
17
Set up tables and chairs
3 people
18
Set up the cooking and serving area
3 people
19
Hang decorations
3 people
20
Set out activity materials
3 people
21
Prepare animal feed portions
2 people
22
Set out lunch for supervisors
2 people

Event

23
Receive participants
4 people
24
Register attendance
2 people
25
Bring luggage to sleeping areas
4 people
26
Give welcome briefing
2 people
27
Explain farm safety
2 people
28
Care for the animals
6 people
29
Guide the farm game
5 people
30
Chill drinks
2 people
31
Prepare snacks
3 people
32
Serve snacks and drinks
4 people
33
Prepare evening meal
4 people
34
Set the tables
4 people
35
Serve dinner
5 people
36
Refill drinks
2 people
37
Wash dishes
3 people
38
Supervise the campfire program
4 people
39
Hand out evening snacks
2 people
40
Evening check at sleeping areas
4 people
41
Secure the grounds
2 people

Aftercare

42
Collect waste
3 people
43
Clean tableware and kitchenware
4 people
44
Take down the tents and sleeping areas
5 people
45
Clean the grounds
4 people
46
Put furniture back
3 people
47
Inventory materials
2 people
48
Return borrowed items
2 people
49
Return lost property

What to bring

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

Furniture

Tablesqty 6
Chairsqty 36
Picnic benchesqty 4
Party tentsqty 2
Tablecloth clipsqty 24

Sleeping gear

Camping tentsqty 10
Sleeping matsqty 30
Sleeping bagsqty 30
Cushionsqty 30

Tableware

Reusable platesqty 40
Reusable bowlsqty 40
Reusable cupsqty 50
Cutlery setsqty 40
Serving plattersqty 8

Kitchen

Coolersqty 4
Cutting boardsqty 4
Chef setsqty 4
Serving spoonsqty 6
Knivesqty 6
Gas burnersqty 2
Gas cylindersqty 2
Kettlesqty 2

Equipment

Portable speaker
Extension cordsqty 3
Power stripsqty 3

Lighting

String lightsqty 4
Flashlightsqty 8
Headlampsqty 10

Sports equipment

Footballsqty 3
Ropesqty 6
Conesqty 20
Frisbeesqty 6

Animal care

Feed bowlsqty 6
Work glovesqty 12
Children's wheelbarrowsqty 3

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Reflective vestsqty 8

Decorations

Buntingqty 6
Name stickersqty 40

Cleaning

Waste binsqty 6
Washing-up basinsqty 3
Cleaning glovesqty 6
Broom setsqty 3
Litter pickersqty 2

Catering

Groceries

Tips

Book the farm and sleeping accommodation before sending invitations. Confirm how many camping tents, sleeping mats and sleeping bags are available, and keep a written capacity limit so registrations do not exceed the beds or floor space.
Set a firm registration deadline at least 10 days before camp. Use the final list to collect dietary requirements, emergency contacts and consent forms; print one participant list for attendance and keep the contact details accessible to supervisors.
Plan food around chilled storage and outdoor cooking. Check coolers, gas burners, gas cylinders, kettles and serving equipment before shopping, and store perishable food chilled as soon as it arrives rather than waiting until setup is complete.
Make the activity plan work in two versions: one for dry weather and one for rain. Assign groups before arrival, prepare animal feed portions in advance and place sports equipment such as footballs and ropes where supervisors can collect it quickly.
Treat the last two hours before arrival as setup time, not spare time. Check animal enclosures and first aid supplies, arrange tables and chairs, set up tents and sleeping areas, test lighting and power connections, and decide who registers participants while luggage is taken to the sleeping area.

Frequently asked questions

How far in advance should I organise a farm camp?: Start booking the farm and sleeping accommodation at least 8 to 12 weeks ahead. Send invitations once capacity, dates and the programme are confirmed, then close registrations around 10 days before the camp.
When should I collect dietary requirements and consent forms?: Collect both during registration and set a deadline 10 days before arrival. Use that deadline to finalise shopping quantities, meal preparation and the participant list for supervisors.
How much time do I need to set up a farm camp?: Allow at least 2 hours before participants arrive for tents, sleeping areas, tables, cooking equipment, activity materials and safety checks. Add another 30 minutes if the grounds or animal enclosures need extra inspection.
What should I check on the day before a farm camp?: Check the weather forecast, chilled food, gas cylinders, first aid supplies, lighting, extension cords and sleeping equipment. Also confirm the final attendance list and make sure every consent form and emergency contact is accounted for.

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.