How to organise a summer camp without last-minute gaps

A summer camp needs more than tents and activities: registrations, consent forms, dietary information, transport and emergency contacts all have to line up before arrival. Start by securing the central campsite and building one participant list, then plan the programme, food and equipment around the confirmed numbers. In the final week, check the forecast, print the route and rules, and inspect every safety item. On arrival, set up shade, sleeping areas, cooking and registration before campers arrive.

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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
Reserve the central campsite
2
Send invitations
2 people
3
Process registrations
2 people
4
Update participant list
5
Collect consent forms
2 people
6
Collect dietary requirements
7
Check emergency contacts
2 people
8
Check the weather forecast
9
Print program and route
10
Check activity materials
2 people
11
Print campsite rules
12
Make luggage labels
2 people
13
Check the shopping list
2 people
14
Do the shopping
3 people
15
Keep fresh produce chilled
2 people
16
Collect materials
3 people
17
Check the first aid kit
18
Charge phones and walkie-talkies
19
Arrange transport to the venue
2 people
20
Open venue
2 people
21
Inspect the grounds
3 people
22
Set up tents
6 people
23
Set up canopy and shaded area
4 people
24
Set up tables and benches
4 people
25
Set up cooking area
3 people
26
Set up a drinks station
2 people
27
Set up activity stations
4 people
28
Mark route
2 people
29
Prepare lunch for the management team
2 people
30
Set up the registration table
2 people

Event

31
Receive participants
4 people
32
Register attendance
2 people
33
Label and store luggage
3 people
34
Explain camp rules
2 people
35
Lead the introduction game
3 people
36
Group participants
2 people
37
Guide the scavenger hunt
6 people
38
Distribute water and fruit
2 people
39
Refill drinks
2 people
40
Prepare dinner
4 people
41
Check the handwashing station
42
Set the tables
4 people
43
Serve dinner
5 people
44
Refill drinks
2 people
45
Collect tableware
3 people
46
Organize the dishes
3 people
47
Supervise the evening game
6 people
48
Check lanterns and lighting
2 people
49
Serve hot drinks
3 people
50
Supervise the evening program
5 people
51
Guide participants to the tents
4 people
52
Do a final site round
2 people

Aftercare

53
Bring waste to the collection point
3 people
54
Clean the kitchen
3 people
55
Wash dishes
3 people
56
Clean tables and benches
3 people
57
Collect activity materials
3 people
58
Turn off lights
59
Close the tents
2 people
60
Collect lost property
61
Leave the site clean
4 people
62
Take down tents
6 people
63
Pack materials back up
4 people
64
Move equipment to storage
3 people
65
Return rental items
2 people
66
Check leftover food
2 people

What to bring

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

Camping

Sleeping tentsqty 8
Guide tent
Ground tarpsqty 9
Herringqty 80
Tent hammersqty 6
Sleeping matsqty 30
Sleeping bagsqty 30
Collapsible cratesqty 12

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding benchesqty 10
Registration desk

Tableware

Reusable platesqty 40
Reusable bowlsqty 40
Reusable cupsqty 50
Knivesqty 40
Forksqty 40
Spoonsqty 40

Kitchen

Gas burnersqty 3
Gas cylindersqty 3
Cooking potsqty 4
Coolersqty 4
Cutting boardsqty 4
Cooking and serving spoonsqty 6
Kitchen knivesqty 4
Measuring cupsqty 3
Water jugsqty 6
Washing-up bowlsqty 4
Jerry cansqty 6

Sports equipment

Footballsqty 3
Tennis ballsqty 12
Ropeqty 4
Conesqty 20
Relay batonsqty 8
Water gunsqty 12
Compassqty 8
Magnifying glassesqty 8

Equipment

Walkie-talkiesqty 6
Power banksqty 6

Lighting

LED lanternsqty 10
Headlampsqty 12

Safety

First aid kitsqty 2
Emergency blanketsqty 4
Whistlesqty 8

Decorations

Buntingqty 6
Name badgesqty 40
Waterproof markersqty 12

Cleaning

Waste binsqty 6
Bucketsqty 6
Spongesqty 12
Dish brushesqty 6
Towelsqty 12

Catering

Groceries

Tips

Secure the campsite before sending invitations, then set a registration deadline at least 2 weeks before camp. Use the final participant list to check consent forms, dietary requirements and emergency contacts.
Keep one live participant list rather than separate lists for activities, meals and transport. Freeze the numbers 7 days before departure so shopping, sleeping mats and transport can be checked against the same total.
Plan the arrival sequence in advance: open and inspect the grounds, mark the tent area, then set up sleeping tents, the guide tent, shade, tables and benches. Keep the registration desk ready before the first group arrives.
Check food and cooking equipment 2–3 days before camp. Keep fresh produce chilled, confirm gas burners and cylinders, and count reusable plates, bowls, cups and cutlery against the final headcount.
Treat communications and first aid as departure-day essentials, not packing afterthoughts. Check the first aid kit, charge phones and walkie-talkies, and print the programme, route and campsite rules before transport leaves.

Frequently asked questions

How far in advance should I organise a summer camp?: Reserve the campsite and set the basic programme at least 8 weeks ahead. Send invitations early, then close registrations about 2 weeks before camp so food, transport and sleeping equipment can be confirmed.
When should I collect summer camp consent forms?: Request consent forms with the invitation and set a firm deadline 14 days before arrival. Review missing forms alongside emergency contacts and dietary requirements instead of leaving this check until check-in.
How many days before summer camp should I check the weather?: Check the forecast 7 days before camp to identify major changes, then check it again 24 hours before departure. Use the final check to confirm the canopy or shaded area, clothing advice, transport timing and outdoor activities.
When should I set up the summer camp campsite?: Arrive early enough to inspect the grounds before campers enter, then set up tents, shade, tables, benches and the cooking area in that order. Aim to have registration ready at least 30 minutes before the announced arrival time.

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.