How to organise a volunteer camp

A volunteer camp runs smoothly when registration, logistics and campsite setup are handled in that order. Start by confirming who is coming, collecting dietary and emergency information, and sending one clear participant guide. Then secure the campsite, toilets and transport before planning meals and activities. On arrival day, check access and the grounds first, set up sleeping areas and kitchen facilities, and register everyone before the programme begins.

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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
Create the participant list
2 people
2
Send invitations
2 people
3
Process registrations
2 people
4
Collect dietary requirements
5
Collect emergency contacts
2 people
6
Send participant information
2 people
7
Reserve campsite
8
Reserve restroom facilities
9
Arrange transport of materials
2 people
10
Create the campsite layout
2 people
11
Prepare the program and activities
3 people
12
Check game materials
2 people
13
Check tent materials
3 people
14
Make a shopping list
2 people
15
Do the shopping
3 people
16
Store food chilled
2 people
17
Bring materials to the venue
4 people
18
Check the grounds and access
2 people
19
Set up the tents
6 people
20
Set up sleeping accommodations
4 people
21
Set up tables and chairs
4 people
22
Set up kitchen and serving area
3 people
23
Hang lighting
2 people

Event

24
Receive participants
3 people
25
Register attendance
2 people
26
Explain the house rules and program
2 people
27
Facilitate icebreaker activity
3 people
28
Prepare evening meal
4 people
29
Serve dinner
3 people
30
Refill drinks
2 people
31
Support the evening activity
4 people
32
Carry out evening round
2 people
33
Prepare breakfast
4 people
34
Serve breakfast
3 people
35
Support a day activity
5 people
36
Prepare and serve lunch
4 people
37
Coordinate volunteering
5 people
38
Prepare and serve dinner
5 people
39
Lead the campfire evening
4 people
40
Wash dishes
3 people
41
Collect waste
2 people
42
Prepare breakfast and lunch
4 people
43
Check departure and materials
3 people

Aftercare

44
Take down tents
6 people
45
Leave the site clean
5 people
46
Clean the kitchen
3 people
47
Load materials
4 people
48
Return materials
3 people
49
Return borrowed items
2 people
50
Process leftover food
2 people
51
Collect expense claims and receipts
52
Send thank-you message
2 people

What to bring

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

Furniture

Camping tentsqty 12
Party tentsqty 2
Tablesqty 8
Folding chairsqty 40
Picnic benchesqty 4

Camping

Sleeping matsqty 30
Sleeping bagsqty 30
Cushionsqty 30
Flashlightsqty 15
Barrier tapeqty 2

Tableware

Reusable platesqty 40
Reusable bowlsqty 40
Reusable cupsqty 50
Cutlery setsqty 40
Serving spoonsqty 6

Kitchen

Gas burnersqty 4
Large cooking potsqty 4
Coolersqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 4
Thermos flasksqty 4

Equipment

Extension cordsqty 4
Power stripsqty 4

Lighting

LED lampsqty 8
String lightsqty 4

Sports equipment

Footballsqty 3
Frisbeesqty 4
Tug-of-war ropesqty 2
Conesqty 20
Skipping ropesqty 10

Decorations

Welcome sign
Name badgesqty 40
Pensqty 20

Cleaning

Waste binsqty 6
Bucketsqty 4
Dish brushesqty 4
Hand broomsqty 3

Safety

First aid kitsqty 2
Fire extinguishersqty 2

Catering

Groceries

Tips

Close registrations at least 7 days before the camp so you have final numbers for food, sleeping mats, tents and transport. Send participants their arrival time, packing information, emergency contact details and the campsite layout in one message.
Plan the campsite on paper before equipment arrives. Mark sleeping tents, cooking and serving areas, tables, lighting, access routes and any restricted areas with barrier tape so volunteers are not deciding where things go during setup.
Prepare food quantities from the confirmed participant list, then keep chilled food in coolers until it is needed. Check that gas burners, large cooking pots, cutting boards, knives, serving spoons and reusable tableware are packed before leaving.
Allow at least 2 hours for arrival setup before participants are due. Put up tents and sleeping accommodations first, then tables, chairs, the kitchen and serving area, followed by LED lamps and string lights before it gets dark.
Assign one person to attendance and one to safety information at check-in. Confirm every arrival, explain the campsite boundaries and access routes, and keep emergency contacts available rather than buried in registration messages.

Frequently asked questions

How far in advance should I plan a volunteer camp?: Start planning at least 8 weeks before the camp, especially if you need to reserve a campsite, restroom facilities and transport for materials. Finalise registrations and dietary requirements about 7 days before arrival.
What information should volunteers receive before camp?: Send the arrival time, campsite directions, sleeping arrangements, programme outline, what to bring and the contact details for the organisers. Send this at least 5 days before the camp so participants can prepare properly.
How much time do I need to set up a volunteer camp?: Allow 2 to 3 hours for a basic setup with tents, sleeping areas, tables, chairs, kitchen equipment and lighting. Add extra time if materials arrive in separate loads or the campsite needs an access and grounds check first.
When should I buy food for a volunteer camp?: Make the shopping list after registrations close, usually 5 to 7 days before the camp. Buy chilled food as close to departure as practical and keep it in coolers until the kitchen is ready.

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