How to organise an autumn camp

An autumn camp needs more than tents and a route. Start with registrations, dietary requirements and consent forms, then secure the campsite before building the programme around daylight, weather and cooking time. In the final week, test every flashlight, check the first-aid kit and prepare food that can be served efficiently outdoors. On arrival, inspect the ground before setting up tents, tables, lighting and the cooking area.

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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
Collect consent forms
2 people
5
Create the participant list
6
Reserve campsite
7
Check the weather forecast
8
Develop the program and route
2 people
9
Set up the treasure hunt
2 people
10
Collect game materials
2 people
11
Check the shopping list
2 people
12
Do the shopping
3 people
13
Chill drinks
2 people
14
Prepare vegetables and bread
3 people
15
Set out cooking equipment
2 people
16
Check tents
2 people
17
Test flashlights and batteries
2 people
18
Restock the first aid kit
19
Print contact details
20
Bring materials to the venue
3 people
21
Inspect the site
2 people
22
Set up tents
4 people
23
Set up tables and benches
3 people
24
Set up cooking area
3 people
25
Hang lighting
2 people
26
Set up welcome table
2 people

Event

27
Register participants
3 people
28
Hand out welcome drinks
2 people
29
Give safety instructions
2 people
30
Group participants
2 people
31
Collect autumn supplies
4 people
32
Lead the autumn craft activity
4 people
33
Guide the scavenger hunt
6 people
34
Refill drinks
2 people
35
Cook the evening meal
4 people
36
Set the tables
3 people
37
Serve dinner
4 people
38
Clear away dishes
3 people
39
Prepare campfire area
3 people
40
Facilitate the campfire
3 people
41
Hand out marshmallows
2 people
42
Supervise the evening game
5 people
43
See participants off
3 people

Aftercare

44
Extinguish campfire safely
3 people
45
Collect waste
3 people
46
Wash dishes
3 people
47
Clean the cooking area
2 people
48
Clear away the tables and benches
3 people
49
Take down tents
4 people
50
Clean the grounds
4 people
51
Return materials
3 people
52
Return rental items
2 people
53
Store leftover groceries
2 people

What to bring

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

Furniture

Foldable tablesqty 6
Folding benchesqty 8
Chairsqty 12
Welcome desk

Camping

Party tentsqty 2
Camping tentsqty 6
Ground tarpsqty 6
Herringqty 48
Guy ropesqty 12
Tarpaulinsqty 4

Tableware

Reusable platesqty 50
Reusable bowlsqty 50
Reusable cupsqty 60
Cutlery setsqty 50
Serving spoonsqty 6

Kitchen

Gas burnersqty 3
Gas cylindersqty 3
Large cooking potsqty 3
Cutting boardsqty 4
Chef's knivesqty 4
Coolersqty 4
Water jugsqty 6
Thermos flasksqty 4
Serving bowlsqty 8

Equipment

Extension cordsqty 4
Power stripsqty 3

Lighting

LED lampsqty 8
Light Stripsqty 3
Flashlightsqty 12
Spare batteriesqty 24

Sports equipment

Conesqty 20
Ropesqty 8
Compassqty 8
Whistlesqty 8
Reflective vestsqty 10

Decorations

Autumn leaves
Craft tableclothsqty 4

Safety

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

Cleaning

Waste binsqty 6
Spongesqty 8
Tea towelsqty 12
Towelsqty 8
Hand soap dispensersqty 3

Catering

Groceries

Tips

Set a registration deadline at least 14 days before camp. Use the final participant list to check consent forms, dietary requirements, emergency contacts and the number of tents, seats and meals needed.
Build the programme around autumn daylight. Schedule the route and treasure hunt while it is light, and allow at least 30 minutes after arrival for site inspection and tent setup before activities begin.
Check the forecast 72 hours before departure and again on the morning you leave. Pack tarpaulins, ground covers and lighting where they can be reached first, rather than burying them under food or luggage.
Test every flashlight and LED lamp two days before camp, and carry spare batteries separately. Hang lighting before dusk, because finding extension cords, power strips and guy ropes in the dark slows setup considerably.
Plan cooking backwards from mealtime: chill drinks and fill water jugs before guests arrive, prepare vegetables and bread in advance, and allow 45–60 minutes for outdoor cooking and serving.

Frequently asked questions

How far in advance should I plan an autumn camp?: Reserve the campsite and send invitations at least 4–6 weeks ahead. Set the registration deadline 14 days before departure so you have time to process forms, dietary requirements and the final participant list.
What should I check before setting up tents at an autumn campsite?: Inspect the site for standing water, exposed roots, unstable branches and suitable ground for tent pegs. Allow 30 minutes for this check before placing ground tarps, tents and guy ropes.
How much food and drink should I prepare for an autumn camp?: Plan one complete meal plus breakfast and snacks for each participant, using the confirmed participant list and dietary requirements. Chill drinks before arrival and allow 45–60 minutes to cook and serve a hot outdoor meal.
When should I check the weather for an autumn camp?: Check the forecast 72 hours before departure, then check again on the morning of travel. Use the final forecast to confirm your route, clothing guidance and whether tarpaulins or a wet-weather programme are needed.

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