How to organise a school camp without last-minute problems

A school camp runs smoothly when decisions are made in the right order. Start with the date, location, budget and transport, then collect registrations, medical details, dietary requirements and consent forms before building groups and the programme. Leave enough time to check tents, cooking equipment and the first aid kit, and make the final shopping and packing plan several days before departure. This approach also exposes common gaps, such as missing emergency contacts or food that has not been chilled and distributed.

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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 camp date and location
2 people
2
Reserve camping pitches
3
Arrange transport
4
Develop the program and route
3 people
5
Set the budget and payment arrangements
2 people
6
Invite parents
2 people
7
Process registrations
2 people
8
Collect dietary requirements
2 people
9
Check medical information
2 people
10
Check consent forms
2 people
11
Compile emergency contacts
2 people
12
Create group and tent layouts
3 people
13
Purchase activities and games
2 people
14
Plan meals and menu
3 people
15
Make a shopping list
2 people
16
Check tent materials
2 people
17
Check cooking equipment
2 people
18
Restock the first aid kit
19
Check the weather forecast
20
Do the shopping
3 people
21
Chill and distribute the groceries
3 people
22
Label the materials
3 people
23
Load luggage and equipment
4 people
24
Send departure information

Event

25
Register attendance
2 people
26
Load luggage
4 people
27
Escort the outbound journey
5 people
28
Explain the site and safety rules
3 people
29
Set up the tents
10 people
30
Distribute luggage over the tents
4 people
31
Set out welcome drinks
2 people
32
Prepare dinner
4 people
33
Serve dinner
4 people
34
Refill drinks
2 people
35
Supervise the evening game
5 people
36
Guide evening toileting and tooth brushing
3 people
37
Assign the night watch
2 people
38
Conduct a site round
2 people
39
Prepare breakfast
4 people
40
Serve breakfast
4 people
41
Clean tables and kitchen
4 people
42
Lead morning activity
5 people
43
Assemble lunch packs
4 people
44
Hand out lunch packs
3 people
45
Guide the walking route
5 people
46
Supervise the afternoon game
5 people
47
Distribute snacks
2 people
48
Refill drinks
2 people
49
Prepare the hot meal
5 people
50
Serve the hot meal
5 people
51
Lead the campfire evening
4 people
52
Hand out evening snacks
2 people
53
Check tents and grounds
2 people
54
Prepare breakfast
4 people
55
Serve breakfast
4 people
56
Take down tents
8 people
57
Clear litter from the grounds
6 people
58
Load luggage and equipment
5 people
59
Perform departure check
3 people
60
Escort the return trip
5 people
61
Hand students over to parents
3 people

Aftercare

62
Unload materials
4 people
63
Let tent material dry
3 people
64
Wash dishes and cookware
4 people
65
Clean coolers and bins
2 people
66
Collect and throw away waste
3 people
67
Return borrowed items
2 people
68
Store remaining non-perishable supplies
2 people
69
Process expense claims and invoices
2 people
70
Return lost property
2 people

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 36
Picnic tablesqty 6
Waste binsqty 6

Camping

Tents for 4 peopleqty 10
Sleeping matsqty 35
Sleeping bagsqty 35
Cushionsqty 35
Ground tarpsqty 10
Herringqty 80
Guy ropesqty 20
Rubber malletsqty 4

Tableware

Reusable platesqty 40
Reusable bowlsqty 40
Reusable cupsqty 40
Reusable cutleryqty 40
Thermos flasksqty 4

Kitchen

Gas burnersqty 4
Gas cylindersqty 4
Large cooking potsqty 4
Coolersqty 6
Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Serving spoonsqty 6
Measuring cupsqty 3
Water jerry cansqty 6

Equipment

Extension cordsqty 3
Flashlightsqty 10
Power banksqty 6

Lighting

String lightsqty 4

Sports equipment

Footballsqty 4
Frisbeesqty 6
Skipping ropesqty 6
Conesqty 20
Tug of war rope
Compassqty 6
Waterproof route mapsqty 6

Safety

First aid kitsqty 2
Whistlesqty 8
Reflective vestsqty 8
Fire extinguishersqty 2

Decorations

Buntingqty 4

Cleaning

Washing-up basinsqty 4
Bucketsqty 4
Dish brushesqty 4
Towelsqty 12

Administration

Name stickersqty 40
Markersqty 12
Clipboardsqty 6
Waterproof document sleevesqty 10

Catering

Groceries

Tips

Set the date, site and budget before inviting parents. Reserve the camping pitches and arrange transport first, then state the payment deadline and what families need to provide.
Close registration at least two weeks before departure. Use the final list to check consent forms, medical information, dietary requirements and emergency contacts instead of relying on verbal updates.
Build the route, programme and group layout before assigning tents. For four-person tents, make a clear sleeping plan and keep a separate list showing which group uses each tent.
Finish the equipment check 5–7 days before camp. Test every tent with its ground tarp, herring, guy ropes and rubber mallet, and count sleeping mats, sleeping bags, flashlights and power banks.
Do the food shop close to departure so chilled items stay safe. Allow time to label materials, chill and distribute groceries, load equipment, and send departure instructions before attendance is registered.

Frequently asked questions

How far in advance should you plan a school camp?: Start planning at least 8–12 weeks before departure. Confirm the location, pitches, transport and budget first; collect registrations and permissions no later than 2 weeks before the camp.
When should parents return school camp consent forms?: Set the deadline 2 weeks before departure, then check every form against the registration list. Keep medical information, dietary requirements and emergency contacts together so leaders can access them during the camp.
How many people can sleep in a four-person tent?: Plan for no more than 4 campers per tent, and assign the groups before packing. Count one sleeping mat and sleeping bag per person, then keep a small buffer for replacements or damaged gear.
When should you buy food for a school camp?: Buy fresh and chilled food 1–2 days before departure, depending on storage capacity. Chill it immediately, label it by meal or group, and distribute it before loading the transport so it is not left in warm vehicles.

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.