How to organise a night camp without last-minute problems

A night camp needs more than tents and sleeping bags. Start by fixing the venue and date, then collect registrations, dietary requirements and emergency contacts before buying supplies. During the final week, confirm reservations, check the forecast and inspect every tent and sleeping place. On the day, set up registration, lighting, food and activities before participants arrive, so the evening can run without constant trips for missing equipment.

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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 venue and date
2 people
2
Collect consent and contact details
2 people
3
Send invitations
2 people
4
Process registrations
2 people
5
Collect dietary requirements
6
Check emergency contacts
2 people
7
Print participant list
8
Print the program
9
Confirm reservations
10
Check the shopping list
2 people
11
Do the shopping
3 people
12
Collect materials
3 people
13
Chill food and drinks
2 people
14
Check tents
3 people
15
Check the weather forecast
16
Check first aid supplies
17
Inspect venue
2 people
18
Set up the tents
6 people
19
Set up tables and chairs
4 people
20
Hang lighting
3 people
21
Set out game materials
3 people
22
Set up the dining area
3 people
23
Chill drinks
2 people
24
Prepare snacks
3 people
25
Set up the registration table
2 people
26
Hold team briefing
6 people

Event

27
Receive participants
4 people
28
Explain emergency rules
2 people
29
Announce group assignments
2 people
30
Lead the introduction game
4 people
31
Lead team games
6 people
32
Refill drinks
2 people
33
Prepare evening meal
4 people
34
Serve dinner
4 people
35
Lead the campfire activity
4 people
36
Supervise the night game
6 people
37
Serve evening snack
3 people
38
Guide participants to the tents
4 people
39
Conduct final safety check
2 people

Aftercare

40
Collect waste
3 people
41
Take down tents
6 people
42
Clear tables and chairs
4 people
43
Wash dishes
3 people
44
Clean the venue
4 people
45
Sort materials
3 people
46
Return materials
2 people
47
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 30
Picnic blanketsqty 6
Waste binsqty 4
Tentsqty 8
Sleeping matsqty 24
Sleeping bagsqty 24
Cushionsqty 24

Tableware

Reusable cupsqty 30
Platesqty 30
Bowlsqty 30
Cutlery setsqty 30
Serving plattersqty 8

Equipment

Coolersqty 4
Cooking stovesqty 2
Kettlesqty 2
Bluetooth speakersqty 2
Extension cordsqty 4
Power stripsqty 4

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Pansqty 3
Serving spoonsqty 6
Water jugsqty 4

Decorations

Buntingqty 4
Name stickersqty 35

Lighting

LED lanternsqty 12
String lightsqty 4
Flashlightsqty 12

Sports equipment

Footballsqty 2
Vestsqty 24
Ropesqty 6
Conesqty 20
Game cardsqty 4
Reflective wristbandsqty 30

Cleaning

Bucketsqty 3
Spongesqty 6
Dish brushesqty 3
Towelsqty 8
Broom and dustpanqty 2
First aid kitsqty 2

Catering

Groceries

Tips

Set a registration deadline at least 7 days before camp night. Use the final participant list to check sleeping spaces, dietary requirements and emergency contacts before you print the programme.
Check tents, sleeping mats and sleeping bags at least 3 days beforehand. Put each tent together once if possible; discovering missing poles after dark is much harder than finding them in daylight.
Plan the setup in this order: registration table, sleeping area, dining area, lighting, then games. This keeps arrivals organised and leaves the main activity space clear.
Chill drinks and prepare snacks before participants arrive. Keep coolers near the dining area, and place reusable cups, plates, bowls and cutlery where people can reach them without entering the cooking area.
Check the weather forecast twice: once 48 hours before and again on the morning of the camp. Keep flashlights and first aid supplies accessible, and route extension cords away from walkways and wet areas.

Frequently asked questions

How far in advance should I organise a night camp?: Set the venue and date at least 3 to 4 weeks ahead, especially if reservations are needed. Close registrations about 7 days before the overnight stay so you can confirm food, sleeping spaces and emergency contacts.
How many tents do I need for a night camp?: Count sleeping capacity from the confirmed participant list rather than estimating from the guest list. Add one spare sleeping place per 8 to 10 participants if your space and equipment allow it, so a damaged tent or unexpected arrival does not disrupt the plan.
When should I set up the tents for a night camp?: Set up the tents at least 2 hours before participants arrive. This leaves time to check the sleeping mats and sleeping bags, correct layout problems and finish lighting before it gets dark.
What should I check on the day of a night camp?: Check the venue, weather, tents, first aid supplies, food, drinks and emergency contact list on the morning of the event. Finish the practical setup at least 30 minutes before arrival, including registration, lighting and the dining area.

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