How to organise a G camp without last-minute problems

A G camp needs more than tents and a programme. Start with registrations, parent contact details, dietary requirements and medical information before you confirm the participant list. Then arrange groups, transport, reservations and the camp rules, followed by food, materials and sleeping areas. The final checks should focus on weather, emergency information, first aid and arrival logistics, so the first hour runs calmly instead of becoming a queue of unanswered questions.

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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
Send invitations
2
Register sign-ups
3
Collect parent contact details
4
Collect dietary requirements
5
Collect medical information
6
Process consent forms
7
Finalize participant list
2 people
8
Create group assignments
2 people
9
Develop the program and rules
3 people
10
Confirm reservations
11
Check Transport and Route
2 people
12
Check the weather forecast
13
Send participant information
14
Check the shopping list
2 people
15
Do the shopping
3 people
16
Chill the groceries
2 people
17
Collect materials
3 people
18
Label the materials
2 people
19
Set out game materials
2 people
20
Check the first aid kit
21
Print emergency numbers
22
Check tent locations
2 people
23
Prepare the arrival table
2 people
24
Set up the tents
6 people
25
Set up sleeping accommodations
4 people
26
Set up tables and benches
4 people
27
Set up kitchen station
3 people
28
Chill drinks
2 people
29
Hang decorations
3 people
30
Set out the game fields
3 people
31
Set up evening program
3 people
32
Carry out a safety check
2 people

Event

33
Receive participants
4 people
34
Check attendance
2 people
35
Bring luggage to sleeping areas
4 people
36
Explain the house rules
2 people
37
Serve welcome drinks
2 people
38
Lead the introduction game
3 people
39
Facilitate the team game
5 people
40
Refill drinks
2 people
41
Prepare dinner
4 people
42
Serve dinner
4 people
43
Serve diet meals separately
2 people
44
Collect tableware
3 people
45
Supervise the evening game
5 people
46
Lead the campfire activity
3 people
47
Hand out evening snack
2 people
48
Announce bedtime
2 people
49
Check sleeping arrangements
4 people
50
Conduct final safety check
2 people

Aftercare

51
Collect waste
3 people
52
Take down tents
6 people
53
Gather sleeping gear
4 people
54
Collect game materials
3 people
55
Wash dishes
3 people
56
Put furniture back
4 people
57
Clean the venue
4 people
58
Collect lost property
2 people
59
Count and check materials
3 people
60
Return rental items
2 people
61
Store leftover stock
2 people

What to bring

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

Furniture

Tablesqty 6
Beer benchesqty 8
Chairsqty 20
Arrival table
Clothes racksqty 2
Folding stoolsqty 6

Accommodation

Camping tentsqty 8
Air mattressesqty 30
Sleeping bagsqty 30
Cushionsqty 30
Ground tarpsqty 8
Flashlightsqty 15

Tableware

Reusable cupsqty 40
Platesqty 40
Cutlery setsqty 40
Coffee potsqty 2
Pitchersqty 4
Serving spoonsqty 6

Kitchen

Gas burnersqty 3
Gas cylindersqty 3
Large cooking potsqty 4
Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Mixing bowlsqty 4
Measuring cupsqty 2
Pliersqty 4
Can openersqty 2
Food warmersqty 4

Equipment

Bluetooth speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Megaphone

Lighting

String lightsqty 4
Battery lanternsqty 6

Sports equipment

Footballsqty 4
Frisbeesqty 6
Ropesqty 6
Conesqty 24
Relay batonsqty 8
Water balloonsqty 200
Spongesqty 20

Decorations

Buntingqty 4
Balloonsqty 50
Name stickersqty 40
Waterproof markersqty 12

Safety

First aid kitsqty 2
Safety vestsqty 8
Pocket whistlesqty 8
Fire extinguishersqty 2

Cleaning

Waste binsqty 6
Bucketsqty 4
Spongesqty 12
Tea towelsqty 12
Towelsqty 8
Broomqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Set an early deadline for registrations and consent forms, then leave at least 7 days to check missing parent contacts, dietary requirements and medical information before finalising the participant list.
Build the programme around the confirmed group assignments and rules. Send the participant information at least 3 days before departure, including transport details, what to bring and the arrival procedure.
Check the route, reservations and weather forecast 48 hours before the camp. A weather change can affect tent locations, sleeping arrangements and the equipment needed for outdoor activities.
Prepare food and equipment in separate batches: shop only after checking the list, chill groceries as soon as they arrive, and label materials before setting out game equipment. This prevents cooking supplies and activity gear from being mixed up.
Finish the site setup before participants arrive. Check tent locations, put up the tents and sleeping accommodations, prepare the arrival table, and place the first aid kit and printed emergency numbers where staff can reach them immediately.

Frequently asked questions

How far in advance should I plan a G camp?: Start registrations and reservations at least 6 to 8 weeks before the camp. Set a firm deadline for consent, medical and dietary information no later than 2 weeks before departure, leaving time to resolve gaps.
When should I collect medical and dietary information for a G camp?: Collect it during registration, ideally 3 to 4 weeks before the camp. Review the information again when you finalise the participant list and pass the relevant details to the responsible staff before arrival.
How early should tents and sleeping areas be set up?: Set up tents and sleeping accommodations at least 2 hours before participants arrive. This gives you time to check tent locations, place air mattresses and sleeping bags, and correct missing or damaged equipment.
What should I check the day before a G camp?: Check the weather forecast, route, reservations, shopping list, first aid kit and emergency numbers 24 hours before departure. Also confirm the final participant list, group assignments and arrival instructions.

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