How to organise a school camp without last-minute problems

Start a school camp by fixing the date, location and budget before asking families to commit. Then work through transport, permissions, medical information, group assignments and the daily programme in that order. Food, sleeping arrangements and safety details need earlier planning than most organisers expect, especially when medication or dietary requirements are involved. Use the final week for checking supplies, labelling luggage, printing emergency information and confirming every outstanding form.

Organize this event for free with Lizzt

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
Preparing the camp budget
2 people
3
Arrange transport
2 people
4
Check insurance and permission
2 people
5
Send invitations
2 people
6
Process registrations
2 people
7
Collect dietary requirements
2 people
8
Collect medical information
2 people
9
Check consent forms
2 people
10
Compile parents' contact details
2 people
11
Create group assignments
3 people
12
Assign chaperones to sleep groups
3 people
13
Work out the program for each camp day
3 people
14
Assign the daily chores
2 people
15
Choose activities and games
3 people
16
Create a weather-dependent program
2 people
17
Prepare safety instructions
2 people
18
Print emergency numbers and route
19
Record medication arrangements
2 people
20
Send packing list to parents
2 people
21
Answer parents’ questions
2 people
22
Check stock and materials
3 people
23
Do the shopping
3 people
24
Store fresh products chilled
2 people
25
Label tents and luggage
3 people
26
Pack up materials
4 people
27
Compile the admin folder
2 people
28
Confirm transport and drivers
2 people
29
Prepare departure registration
2 people
30
Charge supervisors' phones
2 people

Event

31
Carry out departure check-in
4 people
32
Load luggage
4 people
33
Welcome children
4 people
34
Travel to the campsite
5 people
35
Arrival and site inspection
3 people
36
Set up tents
10 people
37
Set up sleeping accommodations
8 people
38
Explain camp rules
4 people
39
Prepare evening meal
4 people
40
Serve dinner
4 people
41
Refill drinks
2 people
42
Supervise the evening game
4 people
43
Guide evening toileting and tooth brushing
4 people
44
Do the bedtime round
4 people
45
Tidy up the kitchen
3 people
46
Prepare breakfast
4 people
47
Serve breakfast
4 people
48
Check tents and grounds
3 people
49
Lead the morning walk
5 people
50
Hand out fruit and water
2 people
51
Guide sports activities
5 people
52
Prepare lunch
4 people
53
Serve lunch
4 people
54
Supervise the afternoon game
5 people
55
Refill drinks
2 people
56
Prepare snacks
3 people
57
Prepare dinner
5 people
58
Serve dinner
4 people
59
Supervise the campfire program
4 people
60
Hand out evening snack
2 people
61
Conduct overnight supervision
2 people
62
Prepare breakfast
4 people
63
Serve breakfast
4 people
64
Explain the day program
3 people
65
Guide the scavenger hunt
5 people
66
Hand out a snack
2 people
67
Lead the creative activity
5 people
68
Prepare lunch
4 people
69
Serve lunch
4 people
70
Supervise free play time
4 people
71
Lead the camp quiz
4 people
72
Refill drinks
2 people
73
Prepare the final dinner
5 people
74
Serve the final dinner
4 people
75
Host variety night
5 people
76
Clear sleeping places
8 people
77
Serve breakfast
4 people
78
Take down tents
8 people
79
Load luggage and equipment
5 people
80
Leave the site clean
6 people
81
Carry out departure check-in
4 people
82
Escort the return trip
5 people
83
Hand children over to their parents
4 people

Aftercare

84
Unload materials
4 people
85
Let the tents dry
3 people
86
Wash dishes
3 people
87
Clean kitchen equipment
3 people
88
Clean sleeping gear
3 people
89
Sort and remove waste
3 people
90
Return borrowed materials
2 people
91
Return lost and found items
2 people
92
Inform parents about found items
93
Process expenses and receipts
2 people
94
Archive attendance list

What to bring

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

Furniture

Camping chairsqty 10
Foldable tablesqty 6
Beer tablesqty 4
Waste binsqty 6

Camping

Children's tentsqty 10
Tents for guidesqty 3
Sleeping matsqty 35
Sleeping bagsqty 35
Cushionsqty 35
Fleece blanketsqty 35
Flashlightsqty 35
Headlampsqty 10
Waterproof storage boxesqty 8
Luggage tagsqty 40

Tableware

Reusable cupsqty 40
Platesqty 40
Bowlsqty 40
Knivesqty 40
Forksqty 40
Spoonsqty 40
Serving spoonsqty 8

Kitchen

Cooking potsqty 4
Frying pansqty 2
Cutting boardsqty 6
Kitchen knivesqty 6
Colandersqty 3
Mixing bowlsqty 4
Measuring cupsqty 3
Coolersqty 6
Cooking stovesqty 4
Gas cylindersqty 6
Thermos flasksqty 4
Water jugsqty 6
Cutting board matsqty 4

Equipment

Bluetooth speakersqty 2
Power banksqty 6
Charging cablesqty 8
Extension cordsqty 3

Sports equipment

Footballsqty 4
Basketballsqty 2
Volleyballqty 2
Conesqty 30
Skipping ropesqty 10
Frisbeesqty 6
Table tennis setsqty 2

Game materials

Game cardsqty 6
Board gamesqty 8
Scavenger hunt cardsqty 40
Pen setsqty 6
Notepadsqty 40
Writing boardsqty 4
Flashlights for gamesqty 12

Safety

First aid kitsqty 2
Emergency blanketsqty 6
Whistlesqty 8
Reflective vestsqty 8
Sunscreenqty 6
Insect repellent sprayqty 6

Decorations

Buntingqty 6
Name badgesqty 40
Adhesive tapeqty 8
Rope rollsqty 4

Tools

Hammerqty 3
Pioneer shovelsqty 2
Work glovesqty 8
Pocket knifeqty 2

Cleaning

Washing-up basinsqty 8
Reusable dish towelsqty 12
Washing-up bowlsqty 4
Towelsqty 12

Administration

Foldersqty 6
Pensqty 20
Printer paperqty 2
Waterproof markersqty 12
Clipboardsqty 6

Catering

Groceries

Tips

Set the date, location, budget and transport plan before sending invitations. Parents need the cost, departure details and return time before they can register reliably.
Set a firm registration deadline at least three weeks before camp. Use the final registration list to collect dietary requirements, medical information, medication arrangements and emergency contacts.
Finish group assignments and chaperone-to-sleep-group assignments at least seven days before departure. Share only the information each adult needs, and keep a complete contact list with the organisers.
Write one programme for normal weather and a backup programme for rain or unsafe conditions. Add safety instructions, emergency numbers and the route to printed copies that travel with the group.
Check tents, sleeping mats, sleeping bags, lights, cooking equipment and storage boxes at least one week before camp. Do the food shopping close enough to departure to keep fresh products chilled, and label tents and luggage before loading.

Frequently asked questions

How far in advance should you plan a school camp?: Start planning at least three months before departure, particularly if transport, insurance or permissions are involved. Set the registration deadline around three weeks before camp so you have time to build groups and confirm medical information.
When should parents receive the school camp packing list?: Send the packing list at least three weeks before departure, together with the schedule, luggage instructions and contact details. Send one reminder seven days before camp for missing consent forms or questions.
How many chaperones do you need for a school camp?: The number depends on your school’s supervision rules, the children’s ages and the activities, so confirm the required ratio before registration opens. Assign each chaperone to a sleep group at least seven days before departure and keep a named replacement available.
When should you prepare food for a school camp?: Plan menus and check kitchen equipment at least two weeks before camp, then shop for fresh products as close to departure as storage allows. Keep chilled food in coolers or other cold storage and record dietary requirements before buying ingredients.

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.