How to organise a survival weekend

A survival weekend needs more than tents and outdoor activities. Start by fixing the date, location and programme, then collect registrations, dietary requirements, emergency contacts and consent forms before buying supplies. Safety checks and weather planning should happen before the group arrives. In the final days, prepare meals, label equipment, weatherproof your documents and load the camp in a clear order so setup does not become the first challenge.

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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
Confirm date and location
2 people
2
Create the program
2 people
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
Confirm venue booking
9
Check activity permit
10
Check the weather forecast
11
Print participant list
12
Send directions
13
Check activity materials
2 people
14
Check first aid supplies
15
Do the shopping
3 people
16
Buy chilled goods
2 people
17
Gather camping gear
3 people
18
Label the materials
2 people
19
Prepare meals
3 people
20
Fill coolers
2 people
21
Load luggage and equipment
4 people
22
Prepare weatherproof documents

Event

23
Inspect the grounds
3 people
24
Set up the tents
5 people
25
Set up the camp kitchen
3 people
26
Set up the food and drink area
3 people
27
Set up activity stations
4 people
28
Mark the emergency route
2 people
29
Set up the check-in desk
2 people
30
Brief volunteers
3 people
31
Receive participants
4 people
32
Take luggage to the tents
4 people
33
Explain the house rules
2 people
34
Announce team assignments
2 people
35
Supervise the orienteering tour
6 people
36
Distribute water and fruit
2 people
37
Demonstrate survival techniques
4 people
38
Prepare a meal
4 people
39
Set the tables
3 people
40
Serve dinner
5 people
41
Refill drinks
2 people
42
Collect tableware
3 people
43
Prepare the Campfire
3 people
44
Supervise the evening game
6 people
45
Facilitate the campfire
4 people
46
Serve evening tea
2 people
47
Conduct a site round
2 people
48
Schedule night watch
2 people
49
Prepare breakfast
4 people
50
Serve breakfast
4 people
51
Air out the tents
3 people
52
Lead the morning walk
5 people
53
Supervise the climbing and scrambling course
6 people
54
Hand out lunch packs
3 people
55
Assist with picnic lunch
4 people
56
Refill the water stations
2 people
57
Guide the compass activity
5 people
58
Distribute afternoon drinks
2 people
59
Lead the closing game
5 people
60
Check out participants
4 people
61
Gather luggage
4 people
62
Take down tents
5 people
63
Take down the camp kitchen
3 people
64
Collect waste
3 people
65
Leave the site clean
4 people
66
Reload materials
4 people

Aftercare

67
Unload materials
4 people
68
Clean camping equipment
3 people
69
Wash dishes
3 people
70
Clean coolers
2 people
71
Take out the trash
2 people
72
Store supplies
2 people
73
Return borrowed materials
2 people
74
Register lost property
75
Inform parents about found items
76
Share photos securely

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 36
Picnic benchesqty 6
Party tentsqty 2

Camping

Four-person tentsqty 10
Tent pegsqty 80
Tent hammersqty 4
Sleeping matsqty 36
Sleeping bagsqty 36
Tarpaulinsqty 12
Guy ropesqty 30

Kitchen

Gas burnersqty 4
Gas cylindersqty 6
Cooking potsqty 4
Coolersqty 6
Cutting boardsqty 4
Kitchen knivesqty 6
Serving spoonsqty 6
Water jugsqty 6

Tableware

Reusable cupsqty 40
Reusable platesqty 40
Reusable cutleryqty 40
Thermos flasksqty 6

Equipment

Water boilersqty 2
Handheld megaphonesqty 2
Flashlightsqty 12
Power banksqty 6

Lighting

LED lampsqty 8
String lightsqty 4

Sports equipment

Compassesqty 12
Conesqty 24
Ropesqty 12
Climbing netsqty 2
Hoopsqty 12
Buckets of waterqty 8
Blindfoldsqty 12
Assignment cardsqty 30
Topographic mapsqty 12
Whistlesqty 12
Stopwatchesqty 4

Safety

First aid kitsqty 3
Emergency blanketsqty 12
Reflective vestsqty 12
Tweezersqty 6
Sunscreenqty 6
Mosquito sprayqty 6
Handwashing stationsqty 3
Barrier tapeqty 4

Office

Participant listsqty 6
Pensqty 20
Waterproof markersqty 12
Clipboardsqty 6
Name stickersqty 40
Duct tapeqty 6
Plastic document sleevesqty 40

Cleaning

Washing-up bowlsqty 4
Spongesqty 12
Towelsqty 12
Broom setsqty 3
Dustpan and brushqty 3
Litter pickersqty 4

Catering

Groceries

Tips

Build the programme before sending invitations, including arrival, meals, activities, breaks and quiet hours. This gives participants enough information to register and helps you identify gaps in equipment or supervision.
Close registrations several days before departure and print the participant list, dietary requirements and emergency contacts. Keep one paper copy in a waterproof folder rather than relying only on a phone.
Check permits, the venue booking, the grounds and the weather forecast before packing. A forecast can change your meal plan, tent layout and need for tarpaulins, lighting or extra shelter.
Prepare food and the camp kitchen as separate work packages. Buy chilled goods last, fill the coolers shortly before departure, and check that burners, gas cylinders, pots, water jugs and serving utensils are together.
Load equipment by setup order: documents and first-aid supplies first, then tents and shelter, followed by kitchen gear and activity materials. Label shared materials so volunteers can find them without unpacking the entire vehicle.

Frequently asked questions

How far in advance should I organise a survival weekend?: Start at least 6 to 8 weeks ahead. Confirm the date, location, programme and booking first, then allow time for registrations, consent forms, emergency contacts and any activity permit.
When should I send invitations for a survival weekend?: Send invitations about 4 to 6 weeks before the weekend, once the date, location and basic programme are confirmed. Set a registration deadline at least 10 days before departure so you can plan food, sleeping arrangements and equipment.
What should I check the day before a survival weekend?: Check the weather, activity materials, first-aid supplies, participant list and weatherproof documents. Finish shopping, prepare chilled food, fill coolers and confirm that tents, sleeping gear, lighting and kitchen equipment are loaded.
How do I plan food for a survival weekend?: Plan every meal and snack for the full programme, including dietary requirements collected during registration. Prepare what can be prepared in advance, buy chilled goods last, and keep cold food in filled coolers until it is needed.

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.