How to organise a winter camp without last-minute problems

A winter camp needs more than tents and warm sleeping bags. Start by fixing the campsite, activities and transport, then collect registrations, dietary requirements and emergency contact details before building participant groups. The final week is for weather checks, food portions, equipment tests and clear clothing instructions. On arrival day, set up sleeping areas, the kitchen, lighting and check-in before participants arrive.

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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
Process registrations
3
Collect dietary requirements
4
Check contact details
5
Create participant groups
2 people
6
Share the program and route
7
Reserve campsite
8
Reserve activities
9
Arrange transport and parking
10
Check the weather forecast
11
Inform participants about clothing
12
Do the shopping
3 people
13
Check Stock and Dietary Requirements
2 people
14
Portion and label food
3 people
15
Collect materials
3 people
16
Test lamps and batteries
2 people
17
Load vehicles
4 people
18
Check the venue and grounds
2 people
19
Set up the tents
6 people
20
Set up sleeping accommodations
4 people
21
Set up the kitchen and dining area
4 people
22
Hang lighting
3 people
23
Set up the check-in desk
2 people
24
Set out safety instructions

Event

25
Receive participants
3 people
26
Bring luggage to sleeping areas
4 people
27
Explain the camp rules and program
2 people
28
Serve hot drinks
3 people
29
Prepare evening meal
4 people
30
Serve dinner
4 people
31
Refill drinks
2 people
32
Supervise the evening game
3 people
33
Facilitate the campfire
2 people
34
Hand out evening snacks
2 people
35
Carry out the night check
2 people
36
Prepare breakfast
4 people
37
Serve breakfast
4 people
38
Guide the day program
5 people
39
Hand out lunch packs
3 people
40
Prepare hot lunch
4 people
41
Support the evening program
4 people
42
Restock drinks and snacks
2 people
43
Prepare breakfast and departure
4 people
44
Check out participants
3 people

Aftercare

45
Take down the tents and sleeping areas
6 people
46
Dismantle the kitchen and dining area
4 people
47
Collect and sort waste
3 people
48
Clean the grounds
4 people
49
Inventory materials
2 people
50
Unload vehicles
4 people
51
Wash Tableware and Cookware
3 people
52
Store materials clean and dry
3 people
53
Return borrowed materials
2 people
54
Thank participants

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 36
Check-in desk
Storage racksqty 3

Camping

Winter tentsqty 8
Sleeping matsqty 32
Sleeping bagsqty 32
Fleece blanketsqty 32
Cushionsqty 32
Ground tarpsqty 8
Herringqty 80
Malletsqty 8

Equipment

Gas burnersqty 4
Coolersqty 4
Thermos flasksqty 6
Kettlesqty 2
Bluetooth speakersqty 2
Extension cordsqty 4
Power banksqty 6

Lighting

LED lampsqty 12
String lightsqty 4
Headlampsqty 12
Flashlightsqty 6

Tableware

Reusable mugsqty 36
Reusable platesqty 36
Reusable cutleryqty 36

Kitchen

Cooking potsqty 6
Cutting boardsqty 4
Cooking and serving spoonsqty 8
Kitchen knivesqty 4
Measuring cupsqty 2
Washing-up bowlsqty 3

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Reflective vestsqty 8

Activities

Flashlight treasure hunt setsqty 4
Game cardsqty 6
Ropesqty 6
Ball set
Music speaker accessories

Catering

Groceries

Tips

Set a firm registration deadline at least 10 days before camp. Use the final list to create groups, check contact details and confirm dietary requirements rather than relying on messages sent on the day.
Reserve the campsite, activities and transport before publishing the programme. Share the route, parking instructions and schedule with participants at least 5 days in advance.
Check the forecast 48 hours before departure and send a specific clothing reminder. Mention warm layers, waterproof footwear and headlamps or flashlights, not just “dress warmly”.
Prepare food by portioning and labelling it before loading the vehicles. Keep dietary meals separate and check the labels against the registration list before cooking.
Test every lamp, battery, power bank and gas burner the day before loading. Set up the check-in desk, safety instructions and lighting before the first participant arrives, so arrival is not mixed with construction work.

Frequently asked questions

How far in advance should I plan a winter camp?: Start at least 6 weeks ahead if you need to reserve a campsite, activities and transport. Set the registration deadline for about 10 days before departure so groups, food and dietary requirements can be finalised.
When should I check the weather for a winter camp?: Check the forecast 48 hours before leaving and again on the morning of departure. Use the result to confirm clothing instructions, transport arrangements and whether the campsite setup needs extra protection from wind or rain.
How much time do I need to set up a winter camp?: Allow at least 3 hours before participants arrive for tents, sleeping accommodations, the kitchen, dining area, lighting and check-in. Add extra time if the grounds are unfamiliar or equipment must be carried from the vehicles.
When should I prepare the food for a winter camp?: Shop and check stock the day before, then portion and label food before loading the vehicles. Keep a separate list of dietary meals and verify it at check-in before serving.

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.