How to organise a survival weekend

A survival weekend needs more than tents and outdoor activities. Start by securing the date and location, then build the participant list before planning transport, food and group routes. Collect dietary requirements and emergency contacts early, because they affect both catering and safety planning. In the final week, check the forecast, inspect every item, print the route information and prepare the site so participants can begin safely and on time.

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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
Make a venue reservation
3
Send invitations
2 people
4
Process registrations
5
Keep track of the participant list
6
Collect dietary requirements
7
Collect emergency contacts
8
Arrange transport and carpools
2 people
9
Check the weather forecast
10
Send final information
11
Check supplies and equipment
3 people
12
Do the shopping
3 people
13
Prepare food
3 people
14
Fill coolers
2 people
15
Pack materials
4 people
16
Print route and map
17
Prepare first aid and the emergency plan
2 people

Event

18
Mark the site and assembly point
3 people
19
Set up tents
6 people
20
Set up the cooking and dining area
4 people
21
Receive participants
3 people
22
Register attendance
2 people
23
Give safety instructions
2 people
24
Assign groups and routes
3 people
25
Hand out survival materials
3 people
26
Supervise the orienteering tour
6 people
27
Set up the fire pit safely
3 people
28
Prepare evening meal
4 people
29
Serve dinner
4 people
30
Refill drinks
2 people
31
Supervise the evening game
4 people
32
Assign the night watch
2 people
33
Check the fire and grounds
2 people
34
Prepare breakfast
4 people
35
Serve breakfast
3 people
36
Take down the tents and sleeping areas
6 people
37
Lead the expedition tour
6 people
38
Hand out lunch packs
3 people
39
Clear the lunch area
3 people
40
Guide the final task
4 people
41
Check out participants
2 people

Aftercare

42
Collect waste
4 people
43
Extinguish the fire pit
2 people
44
Clean the grounds
5 people
45
Sort materials
4 people
46
Wash Tableware and Cookware
3 people
47
Store materials clean and dry
3 people
48
Record damaged materials
49
Return borrowed equipment
2 people
50
Check and store leftovers
2 people
51
Send participant message

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 30
Picnic benchesqty 4
Waste binsqty 4

Equipment

Tents for 3 peopleqty 10
Sleeping bagsqty 30
Sleeping matsqty 30
Tarpaulinsqty 8
Flashlightsqty 30
Headlampsqty 30
Spare batteriesqty 60
Power banksqty 6
Compassesqty 10
Walkie-talkiesqty 8
Extension cordsqty 4
Mobile phone chargersqty 6

Sports equipment

Rope rollsqty 8
Carabinersqty 30
Orientation cardsqty 12
Assignment cardsqty 30
Conesqty 20
Capsqty 30
Waterproof notebooksqty 12
Pencilsqty 30
Plastic whistlesqty 12

Kitchen

Gas burnersqty 4
Gas cylindersqty 8
Cooking potsqty 4
Coolersqty 6
Cutting boardsqty 4
Kitchen knivesqty 6
Serving spoonsqty 6
Water jerry cansqty 8
Thermos flasksqty 6
Lightersqty 8
Matchboxesqty 6

Tableware

Reusable mugsqty 30
Reusable platesqty 30
Reusable cutleryqty 30

Lighting

LED lampsqty 8
String lightsqty 4

Safety

First aid kitsqty 2
Emergency blanketsqty 30
Work glovesqty 12
Safety vestsqty 8
Fire extinguishersqty 2

Cleaning

Washing-up basinsqty 4
Reusable cleaning clothsqty 12
Handwashing stationsqty 2
Broom and dustpanqty 2

Catering

Groceries

Tips

Reserve the venue before sending invitations, then give people a clear registration deadline. Aim to have the final participant list, dietary requirements and emergency contacts confirmed at least 7 days before departure.
Plan transport after registrations close. Record who is driving, how many seats are available and where carpools meet; send the final transport details with the other participant information.
Check the weather forecast 3 days before the weekend and again on the departure day. This is the point to review tents, tarpaulins, sleeping gear, lighting and waterproof storage rather than discovering gaps at the site.
Prepare food and coolers in a fixed order: shop after confirming dietary needs, prepare what can be made in advance, and fill the coolers just before departure. Keep cooking equipment, fuel and cutting boards together so the meal area can be set up quickly.
Create one printed route and emergency pack for organisers before participants arrive. Mark the assembly point, prepare the first-aid and emergency plan, and brief every group on safety, routes and communication before handing out materials.

Frequently asked questions

How far in advance should I organise a survival weekend?: Book the location and set the date at least 6 to 8 weeks ahead. Send invitations after the reservation, and close registrations around 2 weeks before the weekend so transport, food and group assignments can be completed.
What information should I collect from survival weekend participants?: Collect each participant’s registration details, dietary requirements and emergency contact. Set a deadline at least 7 days before departure, then use the final list to arrange carpools, meals and groups.
When should I check the weather for a survival weekend?: Check it 3 days before the event to review the equipment and site plan, then check again on the morning of departure. Send final instructions after the first check and update participants if conditions affect routes or transport.
How do I organise safety for a survival weekend?: Prepare the first-aid kit and emergency plan before leaving, print the route and map, and mark the assembly point on arrival. Give safety instructions before splitting participants into groups, and make sure each group has its route and a way to communicate.

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.