How to organize a camping games day

Start by fixing the date, reserving a suitable field and confirming how many people are coming. Then build the team list and game schedule around the available space, allowing time for rules, registration and food requirements. Most problems appear in the final week: missing game materials, unchilled drinks, unclear match times or no weather plan. Use the plan below to move from booking to setup without leaving those details until the last day.

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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
Reserve field
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Compile the game schedule
2 people
7
Create teams and the match schedule
2 people
8
Write out the game rules
9
Check the weather forecast
10
Confirm the number of participants
11
Check the shopping list
12
Check game materials
2 people
13
Do the shopping
2 people
14
Chill drinks
2 people
15
Prepare vegetables and fruit
2 people
16
Package meat and vegetarian products
2 people
17
Lay out prizes
18
Print competition forms

Event

19
Check venue and toilets
2 people
20
Set up party tents
4 people
21
Set up tables and chairs
4 people
22
Set out the game fields
3 people
23
Set up competition stations
3 people
24
Hang decorations
2 people
25
Connect Music and Lighting
2 people
26
Set up buffet and drinks table
3 people
27
Open registration
2 people
28
Explain the rules and program
29
Lead game round one
4 people
30
Refill drinks
2 people
31
Refill snacks
2 people
32
Lead round two of the game
4 people
33
Guide the break and free games
3 people
34
Light the barbecue
2 people
35
Prepare barbecue
3 people
36
Serve barbecue
4 people
37
Guide the third round
4 people
38
Process final standings
2 people
39
Present prizes
2 people
40
Handle the final round of drinks
2 people

Aftercare

41
Collect game materials
3 people
42
Sort and dispose of waste
3 people
43
Clean tableware and barbecue
3 people
44
Clear tables and chairs
4 people
45
Take down the tents and decorations
4 people
46
Leave the site clean
3 people
47
Return borrowed items
2 people
48
Store leftover materials
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 48
Buffet tablesqty 2
Waste binsqty 4

Tableware

Reusable platesqty 50
Reusable bowlsqty 50
Reusable cupsqty 80
Cutlery setsqty 50
Serving plattersqty 8
Serving jugsqty 4

Decorations

Buntingqty 6
Tableclothsqty 8
Name stickersqty 60
Prizesqty 12

Equipment

Barbecueqty 2
Coolersqty 4
Portable speaker
Extension cordsqty 3
Rechargeable power banksqty 2

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Barbecue tongsqty 4
Aluminum traysqty 6
Ice cube traysqty 4

Lighting

String lightsqty 4
Lanternsqty 6
Spare batteriesqty 24

Sports equipment

Kubb setqty 2
Frisbeesqty 6
Softballsqty 6
Tennis ballsqty 12
Conesqty 24
Tug of war rope
Skipping ropesqty 6
Water balloonsqty 200
Measuring tapesqty 3
Stopwatchesqty 4
Scoreboardsqty 4
Chalkqty 6

Cleaning

Washing-up basinsqty 4
Dish brushesqty 4
Reusable cleaning clothsqty 12
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the event. Use the final participant count to create balanced teams, print competition forms and buy the right amount of food and drinks.
Publish the game schedule and rules 3 to 5 days in advance. Give every team a starting station and allow 10 to 15 minutes between rounds for movement and delays.
Check the field, toilets, tables, chairs and power access the day before. Mark the game areas before guests arrive so the Kubb set, frisbees and other equipment do not compete for the same space.
Finish food preparation in stages: chill drinks the night before, prepare fruit and vegetables a few hours ahead, and keep meat and vegetarian products separately packaged until cooking.
Check the weather forecast 24 hours before the games day and again on the morning itself. Put up party tents early, protect competition forms from rain and test the speaker, lighting, extension cords and power banks before participants arrive.

Frequently asked questions

How far in advance should I plan a camping games day?: Reserve the field and confirm the date at least 4 to 6 weeks ahead, especially if the venue is popular. Send invitations soon after, then close registrations about 7 days before the event so teams, food and equipment can be finalized.
How do I schedule games for a camping games day?: List the games, available stations and number of teams first, then allow 10 to 15 minutes between rounds. Share the finished schedule 3 to 5 days before the event and print a copy for each competition station.
When should I buy and prepare the food?: Do the main shopping 1 to 2 days before the event, then chill drinks overnight. Prepare fruit and vegetables a few hours before guests arrive, while keeping meat and vegetarian products separately packaged until the barbecue is ready.
What should I do if the weather changes on the day?: Make the weather decision the morning of the event, after checking the forecast again. Set up party tents before the first game, move forms and small equipment under cover, and keep at least one shorter indoor or sheltered activity ready.

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.