How to organise a trekking camp

A trekking camp needs more than a walking route and a set of tents. Start with participant information, medical and dietary details, campsite access and transport, then build the route and backup plan around those facts. In the final week, confirm the forecast, inspect every piece of camping and cooking equipment, and pack food by meal. On arrival, register everyone before dividing luggage, sleeping places and group responsibilities.

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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 people
2
Process registrations
2 people
3
Collect dietary requirements
4
Collect medical information
2 people
5
Reserve campsite
6
Map out walking route
2 people
7
Check the route for accessibility
2 people
8
Reserve transport to the venue
9
Send participant information
10
Check the weather forecast
11
Prepare alternate route
2 people
12
Inspect camping equipment
3 people
13
Charge flashlights and power banks
2 people
14
Do the shopping
3 people
15
Pack food by meal
3 people
16
Prepare participant folders
2 people
17
Print route maps
18
Load transport
4 people
19
Inspect campsite
3 people
20
Set up the tents
6 people
21
Set up cooking area
3 people
22
Set up the registration table
2 people

Event

23
Receive participants
4 people
24
Register attendance
2 people
25
Divide luggage and sleeping places
4 people
26
Give safety instructions
3 people
27
Group participants
3 people
28
Distribute walking equipment
3 people
29
Start the draw
6 people
30
Restock water points
2 people
31
Check groups on arrival
4 people
32
Prepare snacks
4 people
33
Cook the evening meal
5 people
34
Set the tables
3 people
35
Serve dinner
5 people
36
Refill drinks
2 people
37
Collect tableware
3 people
38
Prepare campfire area
3 people
39
Facilitate the campfire
4 people
40
Hand out evening snacks
2 people
41
Wrap up the evening program
3 people
42
Guide participants to the tents
6 people
43
Close off the campsite
3 people

Aftercare

44
Collect waste
4 people
45
Wash dishes
3 people
46
Clean cooking equipment
3 people
47
Take down tents
6 people
48
Leave the site clean
5 people
49
Reload materials
4 people
50
Return rented materials
2 people
51
Dry and store equipment
3 people

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 40
Beer table setsqty 4
Waste binsqty 6

Sleeping gear

Two-person tentsqty 15
Sleeping bagsqty 36
Sleeping matsqty 36
Tent hammersqty 6
Ground tarpsqty 15

Sports equipment

Compassqty 8
Route mapsqty 12
Safety vestsqty 12
Walking sticksqty 12
Drink bottlesqty 40
Backpacksqty 36
Rain ponchosqty 40
Whistlesqty 8
First aid kitsqty 3

Equipment

Walkie-talkiesqty 8
Power banksqty 8
Flashlightsqty 12
Extension cordsqty 4
Charging power stripsqty 4

Kitchen

Gas burnersqty 4
Gas cylindersqty 6
Cooking potsqty 6
Coolersqty 6
Cutting boardsqty 6
Paring knivesqty 6
Serving spoonsqty 8
Measuring cupsqty 4

Tableware

Reusable platesqty 45
Reusable bowlsqty 45
Reusable cupsqty 50
Cutlery setsqty 45
Thermos flasksqty 6

Lighting

LED lanternsqty 8
String lightsqty 4

Cleaning

Washing-up basinsqty 4
Dustpans and brushesqty 4
Microfiber clothsqty 12
Hand soap dispensersqty 4

Catering

Groceries

Tips

Collect dietary requirements and medical information before finalising meals or the walking route. Set a clear deadline at least 7 days before departure so you have time to adjust supplies and support arrangements.
Check the walking route for accessibility and prepare an alternate route before sending participant information. Print one route map per group, and keep a compass, whistle and charged walkie-talkie with the leaders.
Inspect tents, sleeping bags, mats, ground tarps and tent hammers several days before the camp. Charge flashlights and power banks the night before loading transport, rather than discovering missing or faulty equipment at the campsite.
Pack food by meal and keep chilled ingredients in coolers until needed. Allow enough cooking capacity for the whole group, including gas burners, cylinders, pots, cutting boards, knives and serving spoons.
Set up the registration table before participants arrive. Register attendance first, then divide luggage and sleeping places so no one is left searching for a tent after the group has started unpacking.

Frequently asked questions

How far in advance should I organise a trekking camp?: Reserve the campsite and transport at least 6 to 8 weeks ahead, especially if the group is large. Send invitations early enough to collect registrations, dietary requirements and medical information at least 7 days before departure.
What should I check the week before a trekking camp?: Check the weather forecast, confirm the route and alternate route, and inspect all camping, cooking and safety equipment 5 to 7 days before leaving. Charge flashlights, power banks and communication equipment no later than the evening before departure.
How much food and water should I plan for a trekking camp?: Plan food by meal for every participant and add a small reserve for delays or extra portions. For drinking water, use the route and campsite facilities to calculate the supply, and make sure each person starts with a filled drink bottle.
What is the best arrival order at the campsite?: Inspect the campsite first, then set up the registration table, tents and cooking area. Register attendance before dividing luggage and sleeping places; allow about 30 minutes for this process in addition to unloading and tent setup.

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