How to organise an autumn camp without last-minute gaps

Start by fixing the date, campsite and programme before inviting anyone. Once registrations come in, collect dietary requirements, emergency contacts and final group assignments so parents receive practical information in good time. The final week is about weather-proofing the schedule, checking materials and ordering food. On arrival, focus first on ventilation, check-in, activity stations and supervisor lunch so the camp can start on time.

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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
Set the date and program
2 people
2
Reserve campsite
3
Book activities at the venue
4
Send invitations
2 people
5
Process registrations
2 people
6
Collect dietary requirements
7
Check emergency contacts
2 people
8
Assign participants definitively
2 people
9
Send parents practical information
10
Check the weather forecast
11
Adjust the program for the weather
2 people
12
Order groceries
13
Check materials
2 people
14
Label the materials
2 people
15
Pick up groceries
2 people
16
Chill refrigerated items
2 people
17
Print the route and group assignments
18
Charge the first aid bag and phones
19
Open venue
2 people
20
Ventilate the rooms
2 people
21
Set up tables and chairs
4 people
22
Setting up the check-in desk
2 people
23
Prepare materials per activity
4 people
24
Hang decorations
2 people
25
Set out lunch for supervisors
2 people
26
Walk a safety round through the venue
2 people

Event

27
Receive participants
4 people
28
Register attendance
2 people
29
Bring luggage to sleeping areas
4 people
30
Explain the house rules and program
2 people
31
Assign teams and supervisors
3 people
32
Lead the introduction game
4 people
33
Lead the autumn walk
6 people
34
Serve hot drinks
3 people
35
Refill drinks
2 people
36
Set up the dinner buffet
4 people
37
Serve dinner
5 people
38
Serve diet meals
2 people
39
Distribute game materials
3 people
40
Guide the team assignment
6 people
41
Set out drinks and snacks
3 people
42
Support the evening activity
5 people
43
Recheck attendance
2 people
44
Clear away dinner and drinks
4 people
45
Guide participants to sleeping areas
4 people
46
Hold a leaders briefing
6 people

Aftercare

47
Collect waste
3 people
48
Store leftovers in the fridge
2 people
49
Wash the dishes and kitchenware
4 people
50
Clean the activity rooms
4 people
51
Check sleeping areas
3 people
52
Put furniture back
4 people
53
Remove decorations
2 people
54
Pack up materials
4 people
55
Return borrowed materials
2 people
56
Register lost property
57
Inform parents about found items

What to bring

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

Furniture

Tablesqty 6
Chairsqty 40
Coat racksqty 4
Check-in desk

Tableware

Reusable platesqty 40
Reusable bowlsqty 40
Reusable cupsqty 50
Reusable cutleryqty 45
Thermos flasksqty 4

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving spoonsqty 6
Serving plattersqty 8
Coolersqty 3
Cut-resistant kitchen glovesqty 4

Equipment

Kettlesqty 2
Portable speakersqty 2
Extension cordsqty 3
Rechargeable power banksqty 4
Flashlightsqty 8

Lighting

LED string lightsqty 4
Battery lanternsqty 6

Sports equipment

Footballsqty 3
Frisbeesqty 4
Relay batonsqty 6
Conesqty 20
Skipping ropesqty 8
Compassqty 6
Waterproof route mapsqty 6
Reflective vestsqty 12

Decorations

Autumn leaf decorationsqty 2
Paper garlandsqty 6
Name badgesqty 45
Markersqty 20
Rolls of tapeqty 6

Cleaning

Waste binsqty 6
Bucketsqty 4
Cleaning clothsqty 12
Broom setsqty 3
Mopsqty 3
First aid bagsqty 2

Catering

Groceries

Tips

Set the date, programme and campsite first, then book venue activities before sending invitations. Keep the registration period open long enough to collect dietary requirements and emergency contacts, rather than chasing missing details the day before.
Send parents the practical information several days before camp, including the route, timetable, what to bring and the check-in procedure. Print the route and group assignments as a backup instead of relying only on phones.
Make the programme weather-proof at least 24 hours in advance. Check the forecast, decide which activities can move indoors, and keep waterproof route maps, flashlights and reflective vests ready for darker autumn conditions.
Order groceries after registration numbers and dietary requirements are checked. Pick up chilled items on the final preparation day, store them in coolers, and use reusable plates, bowls, cups and cutlery to avoid a serving bottleneck.
Prepare materials by activity rather than in one mixed pile. Label each set, check sports equipment such as cones, relay batons and skipping ropes, and charge phones and power banks before opening the venue.

Frequently asked questions

How far in advance should I organise an autumn camp?: Fix the date and reserve the campsite at least 8 to 12 weeks ahead, especially if the venue has limited autumn availability. Book activities before invitations go out, then set a clear registration deadline.
When should I send information to parents for an autumn camp?: Send the practical information at least 5 to 7 days before the camp. Confirm final group assignments and include the route, check-in time, programme, emergency contact details and weather-appropriate clothing guidance.
When should I check the weather for an autumn camp?: Check the forecast 48 hours before the start and again on the morning itself. Adjust the programme at least 24 hours in advance where possible, while keeping indoor alternatives and lighting ready for rain or early darkness.
How much food and drink should I prepare for an autumn camp?: Base the order on the confirmed participant count, supervisors and dietary requirements, then add a small buffer of about 10 percent. Pick up refrigerated groceries on the final preparation day and keep them chilled until 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.