How to organise an LGBTQ+ camping weekend

Start by securing the campsite and group accommodation before inviting anyone. Then build one registration process that captures contact details, dietary requirements, accessibility needs and transport information. Once numbers are clear, finalise the programme, assign groups and confirm workshop leaders, activities and site arrangements. The final week is for weather checks, groceries, equipment testing and sending participants the information they need for arrival.

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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
Reserve campsite
2
Confirm group accommodation
3
Check permits
4
Send invitations
2 people
5
Open the registration form
6
Process registrations
2 people
7
Collect dietary requirements
8
Collect accessibility needs
9
Check participants' contact details
2 people
10
Send participant information
11
Map out transport options
12
Create the carpool schedule
2 people
13
Finalize the program
2 people
14
Confirm workshop leaders
2 people
15
Select game activities
2 people
16
Compile the music program
17
Develop safety plan
2 people
18
Confirm site contact
19
Check the weather forecast
20
Order groceries
2 people
21
Check camping equipment
2 people
22
Test the equipment
2 people
23
Make name badges
2 people
24
Create group assignments
2 people
25
Pick up groceries
3 people
26
Keep fresh produce cool
2 people
27
Load materials
3 people
28
Share the route and address

Event

29
Inspect the site
3 people
30
Mark campsites
3 people
31
Build party tents
4 people
32
Set up tables and chairs
4 people
33
Set up welcome desk
2 people
34
Hang up decorations
3 people
35
Connect lighting and power
2 people
36
Set up sound system
2 people
37
Set up coffee station
2 people
38
Prepare lunch
4 people
39
Check sanitary facilities
2 people
40
Put up info boards
2 people
41
Staff the registration table
2 people
42
Welcome participants
3 people
43
Assign camping spots
2 people
44
Serve welcome drinks
2 people
45
Lead the opening ceremony
2 people
46
Lead the introduction game
2 people
47
Facilitate the workshop
3 people
48
Prepare evening meal
5 people
49
Serve dinner
4 people
50
Refill drinks
2 people
51
Host music night
3 people
52
Check night lighting
2 people
53
Prepare breakfast
4 people
54
Serve breakfast
3 people
55
Lead the morning walk
2 people
56
Prepare the campfire session
3 people
57
Set up lunch buffet
3 people
58
Replenish lunch buffet
2 people
59
Lead a creative workshop
3 people
60
Lead the sports and games afternoon
4 people
61
Safely light the campfire
2 people
62
Prepare barbecue
5 people
63
Serve barbecue
4 people
64
Host karaoke
3 people
65
Monitor night-time rest
2 people
66
Provide morning coffee
2 people
67
Clear breakfast away
3 people
68
Assist with the closing activity
3 people
69
Carry out departure check-in
2 people
70
See participants off
3 people
71
Check tent spots
3 people
72
Collect waste
4 people

Aftercare

73
Take down party tents
4 people
74
Put furniture back
4 people
75
Dismantle technical equipment
2 people
76
Clean the kitchen
4 people
77
Clean the restrooms
3 people
78
Clean the grounds
5 people
79
Sort inventory
2 people
80
Return borrowed items
2 people
81
Take waste to the collection point
2 people
82
Register lost property
83
Send thank-you message
84
Share photos securely
85
Handle deposits and invoices

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 70
Beer tablesqty 6
Lounge cushionsqty 30
Tableclothsqty 10
Clothes racksqty 2

Tableware

Reusable platesqty 80
Reusable bowlsqty 70
Reusable cupsqty 120
Coffee cupsqty 60
Cutlery setsqty 80
Serving spoonsqty 12
Cake scissorsqty 2

Kitchen

Cutting boardsqty 8
Chef's knivesqty 8
Mixing bowlsqty 8
Coolersqty 6
Thermos flasksqty 8
Kettlesqty 3
Coffee machinesqty 2
Gas barbecuesqty 3
Gas cylindersqty 4
Grill tongsqty 6
Serving plattersqty 16
Bread cutting boardsqty 4

Equipment

Bluetooth speakersqty 2
Microphoneqty 2
Mixer
Extension cordsqty 6
Power stripsqty 8
Power banksqty 6
Projection screen
First aid kitsqty 2
Fire extinguishersqty 2
Flashlightsqty 6
Walkie-talkiesqty 6
Toolboxesqty 2

Lighting

String lightsqty 8
LED lanternsqty 12
Headlampsqty 8
Spare batteriesqty 24

Decorations

Pride flagsqty 12
Progress flagsqty 6
Paper garlandsqty 10
Name badgesqty 80
Markersqty 20
Directional signsqty 12

Sports equipment

Footballsqty 3
Volleyball net
Volleyballqty 2
Frisbeesqty 6
Game cardsqty 8
Board gamesqty 10
Yoga matsqty 20
Craft kitsqty 6
Karaoke screen
Campfire grillqty 2

Cleaning

Waste binsqty 8
Bucketsqty 6
Broom setsqty 4
Mopsqty 4
Hand broomsqty 4
Rubber glovesqty 12
Microfiber clothsqty 20
Toilet brushesqty 4
Hand soap dispensersqty 6

Catering

Groceries

Tips

Reserve the campsite and confirm group accommodation before opening registration; aim to have both in writing at least 8–12 weeks before the weekend.
Close registrations early enough to plan food and transport. A deadline 3–4 weeks before arrival gives you time to process responses, check contact details and build the carpool schedule.
Ask about dietary requirements and accessibility needs in the registration form, not by informal message afterward. Review the responses at least 10 days before the event and share only the necessary details with the people responsible.
Send one participant information pack 7–10 days before departure. Include transport options, arrival and departure times, the programme, what to bring, contact details and how group assignments will work.
Test the practical setup before leaving: check tents, party tents, tables, seating, coolers, coffee equipment, speakers, microphone, mixer and extension cords. Check the forecast 48 hours before arrival and confirm any weather-related changes with the site contact.

Frequently asked questions

How far in advance should I organise an LGBTQ+ camping weekend?: Start 8–12 weeks ahead if you need group accommodation, permits or workshop leaders. Set the registration deadline around 3–4 weeks before the weekend so food, transport and group assignments can be completed.
What should I ask on an LGBTQ+ camping weekend registration form?: Collect a participant’s name, contact details, arrival and departure information, dietary requirements, accessibility needs and transport preferences. Close the form at least 3 weeks before the event so there is time to follow up on missing answers.
When should I buy food for a camping weekend?: Order groceries once registrations close and dietary requirements have been checked, usually 2–3 weeks before the event. Pick up perishable food as close to departure as practical, ideally within 24 hours of leaving.
How do I prepare for bad weather at a camping weekend?: Check the forecast 48 hours before arrival and again on the morning of departure. Confirm which activities can move under party tents or indoors, and send participants any programme or travel changes as soon as they are decided.

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