How to organise a scout camp without missing the essentials

A scout camp runs smoothly when planning is done in the right order: secure the site and date first, then collect participant information before preparing transport, food and equipment. Build in time for consent forms, dietary requirements and emergency contacts, because these are often chased too late. On arrival, check the grounds and safety rules before unloading tents or setting up the kitchen. Use a printed schedule and information board so leaders and participants know what happens next.

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 program
3 people
2
Reserve campsite
3
Send invitations
2 people
4
Process registrations
2 people
5
Collect dietary requirements
6
Collect emergency contacts
2 people
7
Check consent forms
2 people
8
Print participant list
9
Check the weather forecast
10
Printing camp schedule
11
Check tent materials
3 people
12
Check cooking equipment
2 people
13
Collect game materials
2 people
14
Do the shopping
3 people
15
Fill coolers
2 people
16
Prepare meals
3 people
17
Label luggage and equipment
2 people
18
Arrange transport to the venue
2 people
19
Check the grounds and safety rules
3 people
20
Unload tents
6 people
21
Set up tents
8 people
22
Set up sleeping accommodations
6 people
23
Set up the camp kitchen
3 people
24
Set up tables and benches
4 people
25
Put up the information board
2 people
26
Set up the welcome table
2 people

Event

27
Receive participants
4 people
28
Take luggage to the tents
4 people
29
Explain camp rules
2 people
30
Lead the site tour
4 people
31
Lead the introduction game
3 people
32
Announce team assignments
2 people
33
Distribute afternoon drinks
2 people
34
Prepare evening meal
4 people
35
Set the tables
3 people
36
Serve dinner
4 people
37
Refill drinks
2 people
38
Supervise the evening game
5 people
39
Make the campfire area safe
3 people
40
Facilitate the campfire
4 people
41
Hand out evening snacks
2 people
42
Carry out evening round
4 people
43
Lead quiet time and nap time
4 people
44
Prepare breakfast
4 people
45
Serve breakfast
4 people
46
Guide the day program
6 people
47
Hand out lunch packs
3 people
48
Guide the camp closing
3 people

Aftercare

49
Take down tents
8 people
50
Pack materials
5 people
51
Collect waste
4 people
52
Clean the grounds
5 people
53
Wash kitchen equipment
4 people
54
Collect lost property
2 people
55
Clean equipment at home
3 people
56
Let the tents dry
2 people
57
Return borrowed equipment
2 people
58
Informing parents about lost property

What to bring

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

Furniture

Foldable tablesqty 6
Folding benchesqty 8
Chairsqty 12
Welcome table
Information board
Waste binsqty 4
Sink basinsqty 3
Drying racksqty 2
Clothes racksqty 2

Equipment

Camping tentsqty 8
Ground tarpsqty 8
Sleeping matsqty 30
Sleeping bagsqty 30
Cushionsqty 30
Flashlightsqty 15
Spare batteriesqty 30
Extension cordsqty 2
Rechargeable work lightsqty 4
Coolersqty 4
Handheld megaphone

Kitchen

Gas burnersqty 3
Gas cylindersqty 3
Large cooking potsqty 4
Frying pansqty 2
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Measuring cupsqty 2
Kitchen tongsqty 4
Ladlesqty 4
Colandersqty 3
Storage binsqty 8

Tableware

Reusable platesqty 40
Reusable bowlsqty 40
Reusable cupsqty 50
Reusable cutleryqty 50
Mugsqty 40
Serving spoonsqty 8
Pouring jugsqty 6

Sports equipment

Footballsqty 3
Ropesqty 10
Conesqty 20
Blindfoldsqty 10
Frisbeesqty 6
Water balloonsqty 200
Compass setsqty 8
Treasure mapsqty 10

Decorations

Buntingqty 6
Team flag
Name badgesqty 40
Waterproof markersqty 12

Lighting

String lightsqty 4
Lanternsqty 6

Cleaning

Washing-up tubsqty 3
Spongesqty 12
Dish brushesqty 4
Bucketsqty 4
Broom and dustpanqty 2
Work glovesqty 8
First aid kit
Fire blanket

Catering

Groceries

Tips

Reserve the campsite before sending invitations, then allow at least two weeks to process registrations and collect consent forms, dietary requirements and emergency contacts.
Check the weather forecast 48 hours before departure and again on the morning of travel. This gives you time to adjust clothing guidance, transport loading and sleeping arrangements.
Prepare the camp kitchen before cooking: check gas burners, cylinders, pots, pans and utensils, then fill the coolers and keep perishable food chilled until mealtime.
Label luggage and shared equipment before transport leaves. A simple name label on sleeping bags, mats and bags prevents a long search when 20 or more people arrive together.
Set up the information board as soon as the site is ready, with the printed schedule, meeting points and safety instructions. Keep one participant list with the leaders rather than relying only on the board.

Frequently asked questions

How far in advance should I plan a scout camp?: Start at least 8 to 12 weeks ahead. Book the campsite first, then send invitations and leave at least 2 weeks for registrations, consent forms and emergency contacts.
When should I check the weather for a scout camp?: Check it 48 hours before departure and once more on the morning of arrival. Use the result to confirm clothing, ground protection, transport plans and whether extra work lights or tarps are needed.
How much food and drink should I prepare for a scout camp?: Plan every meal and snack for the full number of registered participants, plus a small reserve for leaders and unexpected delays. Keep chilled food in coolers until cooking and confirm dietary requirements before shopping.
What should I do first when arriving at the campsite?: Check the grounds, access routes and site safety rules before unloading. Then establish the information point and set up sleeping areas, the camp kitchen and shared tables in that order.

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.

Organize this event for free with Lizzt

Organize for free and invite your contacts!