How to organise a star camp from start to finish

A star camp combines overnight camping, shared meals and activities, so the order of preparation matters. Start with registrations, dietary requirements, emergency contacts and consent forms before arranging groups and escort duties. In the final week, confirm reservations, check the weather, inspect tents and test every flashlight. On arrival, set up reception, sleeping areas, cooking equipment and the buffet before participants arrive. This approach prevents the most common delays: missing information, untested equipment and a campsite that is not ready at check-in.

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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
Send invitations
2
Open the registration form
3
Process registrations
2 people
4
Collect dietary requirements
5
Collect emergency contacts
6
Collect consent forms
2 people
7
Check the weather forecast
8
Print the program
9
Create group assignments
2 people
10
Assign escort duties
2 people
11
Confirm reservations
12
Do the shopping
3 people
13
Sort food
2 people
14
Chill drinks
2 people
15
Check materials
2 people
16
Test flashlights
2 people
17
Check tents
3 people
18
Fill first aid kit
19
Set up the reception desk
2 people
20
Set up tents
6 people
21
Set up tables
3 people
22
Set up chairs
3 people
23
Set up buffet
4 people
24
Set out cooking equipment
2 people
25
Hang decorations
3 people
26
Set up the stargazing area
3 people
27
Set up lighting
2 people
28
Set up the treasure hunt
3 people
29
Prepare game materials
2 people
30
Lay out name badges
31
Set up the rest area
2 people
32
Check toilets
33
Conduct safety rounds
2 people

Event

34
Receive participants
4 people
35
Register attendance
2 people
36
Take luggage to the tents
4 people
37
Explain the house rules
2 people
38
Group participants
3 people
39
Explore the campsite
8 people
40
Raise the camp flag
2 people
41
Supervise camp activities
8 people
42
Distribute drinks
2 people
43
Serve fruit and snacks
3 people
44
Guide the scavenger hunt
8 people
45
Prepare dinner
4 people
46
Refill buffet
2 people
47
Serve dinner
4 people
48
Refill drinks
2 people
49
Collect tableware
3 people
50
Explain the evening game
3 people
51
Supervise the evening game
8 people
52
Check the fire pit
2 people
53
Hand out marshmallows
2 people
54
Hand out star viewers
2 people
55
Guide stargazing
4 people
56
Serve hot drinks
3 people
57
Guide participants to the tents
6 people
58
Final attendance check
2 people

Aftercare

59
Cover food
2 people
60
Collect waste
3 people
61
Wash dishes
3 people
62
Clean the kitchen
2 people
63
Clean up the venue
4 people
64
Take down tents
6 people
65
Put furniture back
4 people
66
Remove decorations
3 people
67
Clean materials
3 people
68
Return borrowed items
2 people
69
Store leftover food
2 people
70
Collect lost and found items
71
Leave venue clean
3 people

What to bring

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

Furniture

Tablesqty 8
Folding chairsqty 50
Party tentsqty 3
Picnic benchesqty 4
Blanketsqty 8
Storage cratesqty 12

Camping

Camping tentsqty 20
Tent hammersqty 6
Herringqty 120
Guy ropesqty 40
Sleeping matsqty 45
Sleeping bagsqty 45
Pillowsqty 45
Flashlightsqty 45
Spare batteriesqty 90

Tableware

Reusable cupsqty 60
Platesqty 60
Soup bowlsqty 50
Cutlery setsqty 60
Coffee cupsqty 30
Serving spoonsqty 8
Food scissorsqty 3

Kitchen

Large cooking potsqty 4
Frying pansqty 2
Cutting boardsqty 6
Chef's knivesqty 4
Mixing bowlsqty 6
Measuring cupsqty 3
Kettlesqty 2
Storage binsqty 12
Coolersqty 6
Thermos flasksqty 5

Equipment

Portable speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Megaphone

Sports equipment

Footballsqty 4
Frisbeesqty 6
Tug-of-war ropesqty 2
Skipping ropesqty 8
Conesqty 30
Blindfoldsqty 12

Game materials

Game cardsqty 6
Diceqty 12
Ropeqty 100
Writing boardsqty 10
Color markersqty 10
Glow sticksqty 60
Star mapsqty 10
Binocularsqty 6

Decorations

Camp flag
Buntingqty 8
Paper starsqty 40
Name badgesqty 50

Lighting

LED light stringsqty 6
Lanternsqty 8
Headlampsqty 12

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Safety vestsqty 10
Pocket whistlesqty 10

Cleaning

Waste binsqty 8
Bucketsqty 6
Spongesqty 12
Dish brushesqty 6
Broom setsqty 3

Catering

Groceries

Tips

Open registration early enough to collect dietary requirements, emergency contacts and consent forms before assigning groups. Set a clear closing date so you are not chasing missing information during setup week.
Create group assignments and escort duties only after registrations close. Keep a printed copy of the groups and programme at the reception desk in case phones are unavailable.
Check every camping tent, guy rope, tent hammer, sleeping mat and sleeping bag before departure. Test all flashlights and pack spare batteries; discovering dead lights after dark is too late.
Plan food service around the number of registered campers, then sort food before arrival. Chill drinks in advance and keep cooking equipment, large pots, cutting boards and knives together so meal preparation does not stall.
Use the weather forecast to decide what must be under cover and prepare a dry arrival route. Set up tents, tables, chairs and the buffet before check-in, leaving reception ready to record arrivals immediately.

Frequently asked questions

How far in advance should I organise a star camp?: Start planning at least 6 to 8 weeks before the camp. Open registration early, then set a firm deadline for dietary requirements, emergency contacts and consent forms at least 10 days before arrival.
When should I collect consent forms and emergency contacts for a star camp?: Collect them during registration and close the form no later than 10 days before the camp. Review the information before creating group assignments and escort duties, and keep a printed copy available at reception.
How long does it take to set up a star camp?: Allow 3 to 4 hours for the main setup, depending on the number of tents and campers. Put up the tents first, then arrange tables, chairs, the buffet and cooking equipment, and finish with reception and decorations.
What should I check the day before a star camp?: Check the weather forecast, reservations, tents, flashlights, spare batteries and first aid kit 24 hours beforehand. Also chill drinks, print the programme and confirm that food and materials are ready for transport.

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