How to organise a senior camping week

A senior camping week needs more preparation than simply booking a campsite and sending invitations. Start with the site, insurance and participant information, then build the programme around transport, rest periods and accessible facilities. In the final week, confirm dietary requirements, check the forecast, shop for meals and prepare the arrival desk. On setup day, mark the camping spots, test lighting and power, and make registration simple so guests can settle in without waiting.

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
Reserve campsite
2
Check group insurance
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Update participant list
7
Arrange participant transport
2 people
8
Share the program and route
9
Check the weather forecast
10
Check the shopping list
2 people
11
Do the shopping
3 people
12
Fill coolers
2 people
13
Collect materials
3 people
14
Mark out campsites
3 people
15
Prepare arrival registration

Event

16
Set up tables and chairs
4 people
17
Set up party tents
4 people
18
Hang lighting
2 people
19
Check sanitary facilities
2 people
20
Set up the arrival desk
2 people
21
Receive participants
3 people
22
Assign camping spots
3 people
23
Serve welcome drinks
2 people
24
Prepare evening meal
4 people
25
Serve dinner
4 people
26
Go over the day program
27
Lead the campfire evening
2 people
28
Set up breakfast
3 people
29
Serve breakfast
3 people
30
Lead the morning walk
2 people
31
Prepare lunch
3 people
32
Supervise the afternoon game
2 people
33
Prepare evening meal
4 people
34
Refill drinks
2 people
35
Guide bingo night
2 people
36
Provide breakfast and coffee
3 people
37
Guide the bike ride
2 people
38
Set up picnic lunch
3 people
39
Lead the creative afternoon
2 people
40
Prepare barbecue
4 people
41
Serve barbecue
4 people
42
Host music night
2 people
43
Provide breakfast
3 people
44
Lead the calm morning activity
2 people
45
Serve lunch
3 people
46
Guide the excursion
3 people
47
Prepare soup and bread
3 people
48
Serve dinner
3 people
49
Supervise movie night
2 people
50
Arrange breakfast and lunch
4 people
51
Facilitate board games
2 people
52
Prepare dinner
4 people
53
Serve dinner
4 people
54
Facilitate the campfire
2 people
55
Provide breakfast
3 people
56
Lead the nature walk
2 people
57
Prepare lunch
3 people
58
Guide the afternoon program
2 people
59
Prepare farewell dinner
4 people
60
Serve farewell dinner
4 people
61
Host the farewell evening
2 people
62
Provide breakfast
3 people
63
Gather luggage
2 people
64
Check the camping spots
3 people
65
See participants off
3 people

Aftercare

66
Take down tents and equipment
4 people
67
Collect waste
3 people
68
Wash the dishes and kitchenware
3 people
69
Clean the grounds
4 people
70
Count inventory
2 people
71
Return materials
2 people
72
Return rented items
2 people
73
Check the final bill
74
Send thank-you message

What to bring

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

Furniture

Party tentsqty 2
Camping tablesqty 8
Folding chairsqty 36
Picnic benchesqty 4
Foldable tablesqty 4
Tableclothsqty 8

Tableware

Reusable platesqty 40
Reusable bowlsqty 40
Reusable cupsqty 60
Coffee cupsqty 40
Knivesqty 40
Forksqty 40
Spoonsqty 40
Serving spoonsqty 10

Kitchen

Cutting boardsqty 4
Chef's Scissorsqty 4
Cooking potsqty 4
Frying pansqty 2
Outdoor barbecueqty 2
BBQ toolsqty 2
Thermos flasksqty 8
Kettlesqty 3

Equipment

Coolersqty 6
Extension cordsqty 4
Power stripsqty 4

Lighting

LED string lightsqty 4
Lanternsqty 8
Flashlightsqty 6

Decorations

Welcome sign
Name badgesqty 36

Sports equipment

Walking sticksqty 12
Bike pumpsqty 2
Bingo machinesqty 2
Bingo cardsqty 100
Board gamesqty 8
Coloring materialsqty 30
Picnic blanketsqty 8

Cleaning

Waste binsqty 6
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Hand soap dispensersqty 4
Drying racksqty 4

Camping

Conesqty 20
Herring pullersqty 4
Rubber malletsqty 4
Rope rollsqty 4

Catering

Groceries

Tips

Book the campsite and check group insurance before sending invitations. Allow at least 6–8 weeks to collect registrations, transport needs and dietary requirements.
Keep one current participant list with arrival times, transport arrangements and dietary information. Update it after every registration change so the arrival desk is working from the same version.
Plan transport around the campsite layout and walking distances, not just arrival times. Share the programme and route several days in advance, including where guests should register on arrival.
Do the shopping only after checking the final participant list and dietary requirements. Fill coolers on the day, and prepare reusable plates, bowls, cups and serving utensils before the first meal.
Set up the arrival area before participants reach the campsite. Mark each camping spot, place name badges ready, test extension cords and power strips, and check sanitary facilities before serving welcome drinks.

Frequently asked questions

How far in advance should I organise a senior camping week?: Start planning at least 6–8 weeks before arrival. That gives you time to reserve the campsite, arrange insurance, process registrations and organise transport without rushing.
What information should I collect from senior campers?: Collect registration details, arrival and transport needs, emergency contact information and dietary requirements. Set a registration deadline around 3–4 weeks before the week starts, then confirm the final list before shopping.
When should I prepare the campsite for arrivals?: Complete the main setup several hours before the first participant arrives. Mark camping spots, arrange tables and chairs, put up party tents, check lighting and power, and open the arrival desk before welcoming guests.
How much food and drink should I plan for the first evening?: Plan one welcome drink per person on arrival, plus water and hot drinks. For dinner, use the confirmed participant list and add roughly 10% extra portions so late changes or larger appetites do not leave anyone without a meal.

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.