How to organise a winter camp without last-minute problems

Start by fixing the date and campsite, then build the schedule around travel, meals, outdoor activities and quiet hours. Collect registrations, dietary requirements and emergency contacts before assigning groups and sleeping places. During the final week, check the forecast, stock and shopping list rather than relying on memory. On arrival, set up shelter, sleeping gear, cooking areas and the campfire zone before participants settle in.

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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
Reserve campsite
3
Prepare the program and schedule
2 people
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Collect emergency contacts
8
Create participant groups
2 people
9
Assign sleeping places
2 people
10
Check the weather forecast
11
Check stock and materials
2 people
12
Check the shopping list
13
Do the shopping
3 people
14
Chill drinks
2 people
15
Prepare vegetables and fruit
3 people
16
Prepare marinades and sauces
2 people
17
Set up tents and sleeping gear
3 people
18
Print participant list
19
Print route and contact details
20
Check first aid kit

Event

21
Check the venue for safety
3 people
22
Set up the tents
6 people
23
Set up sleeping accommodations
4 people
24
Set up the campfire area safely
3 people
25
Set up tables and benches
4 people
26
Check the lighting and power
2 people
27
Set up kitchen and cooking area
3 people
28
Set out tableware and cutlery
2 people
29
Set up the reception desk
2 people
30
Brief chaperones
3 people
31
Receive participants
4 people
32
Register attendance
2 people
33
Explain house rules and safety
2 people
34
Assign sleeping places
3 people
35
Serve hot drinks
3 people
36
Lead winter games
5 people
37
Refill drinks
2 people
38
Prepare snacks
3 people
39
Start the campfire
2 people
40
Lead the campfire activity
4 people
41
Prepare a hot meal
5 people
42
Serve dinner
4 people
43
Collect tableware
2 people
44
Supervise the evening game
5 people
45
Serve dessert and tea
3 people
46
Wrap up the evening program
2 people
47
Guide participants to the tents
4 people
48
Extinguish campfire safely
2 people
49
Carry out the night check
2 people

Aftercare

50
Prepare breakfast
3 people
51
Serve breakfast
4 people
52
Gather sleeping gear
4 people
53
Take down tents
6 people
54
Clean the grounds
5 people
55
Collect and sort waste
3 people
56
Clean the kitchen
3 people
57
Wash dishes
3 people
58
Put furniture back
4 people
59
Store materials dry
3 people
60
Return borrowed materials
2 people
61
Check leftover food
2 people
62
Take waste to the collection point
2 people
63
Collect lost items
2 people
64
Leave the venue tidy
2 people

What to bring

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

Furniture

Tablesqty 6
Beer tablesqty 4
Benchesqty 10
Chairsqty 20
Foldable tablesqty 2
Tableclothsqty 6
Coat racksqty 3

Camping

Tentsqty 10
Sleeping matsqty 40
Sleeping bagsqty 40
Blanketsqty 20
Pillowsqty 40
Garment bagsqty 40
Flashlightsqty 20
Spare batteriesqty 40

Tableware

Platesqty 50
Bowlsqty 50
Mugsqty 50
Drinking glassesqty 50
Cutlery setsqty 50

Kitchen

Large cooking potsqty 3
Frying pansqty 2
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving spoonsqty 6
Measuring cupsqty 3
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Gas stovesqty 3
Gas cylindersqty 4
Lightersqty 4

Catering

Coffee machinesqty 2
Large drink dispensersqty 3

Equipment

Extension cordsqty 4
Power stripsqty 4

Lighting

LED lampsqty 8
String lightsqty 6
Lanternsqty 8

Sports equipment

Conesqty 20
Ropesqty 6
Balloon gamesqty 30
Ballsqty 6
Game cardsqty 4

Decorations

Pennantsqty 6
Name badgesqty 50
Markersqty 12

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Fire blanketsqty 2
Buckets of waterqty 4

Cleaning

Waste binsqty 6
Hand brushes and dustpanqty 3
Bucketsqty 4
Litter pickersqty 3

Groceries

Groceries

Tips

Reserve the campsite before sending invitations, and give yourself at least 2–3 weeks to process registrations, collect dietary requirements and gather emergency contacts.
Finish the participant groups and sleeping assignments at least 3 days before departure. Print the participant list, route and contact details so they remain available without a phone signal.
Check the weather forecast 48 hours before leaving and again on the morning of arrival. Cold or wet conditions affect the tent layout, blankets, clothing storage and the timing of outdoor activities.
Set up tents, sleeping mats, sleeping bags and blankets before the main programme starts. Allow roughly 30–45 minutes per tent group, including a check that every sleeping place has a light and spare batteries.
Prepare food in an order that suits camp cooking: chop vegetables and fruit, make marinades and sauces, chill drinks, and keep hot water available in kettles or thermos flasks. Check the first aid kit and campfire area before cooking begins.

Frequently asked questions

How far in advance should I organise a winter camp?: Start at least 4–6 weeks before the camp. Reserve the campsite first, then allow 2–3 weeks for invitations, registrations, dietary requirements and emergency contacts.
When should I assign sleeping places for a winter camp?: Assign sleeping places no later than 3 days before departure, after registrations have closed. This gives you time to resolve group changes and check that every participant has suitable sleeping gear.
How early should I set up the tents at winter camp?: Set up the tents and sleeping accommodations before participants arrive or before the first scheduled activity. Allow 30–45 minutes per tent group, plus extra time if the ground is wet, frozen or uneven.
When should I check the weather for a winter camp?: Check the forecast 48 hours before departure and again on the morning of arrival. Use the latest information to adjust the programme, clothing guidance, tent layout and campfire arrangements.

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.