How to organize a camping staff day

A camping staff day needs more than a barbecue and a few tents. Start by securing the date, venue, and camping spots, then collect registrations and dietary requirements before buying food or assigning sleeping spaces. In the final week, send the programme, check the forecast, and confirm what still needs to be collected. On the day, set up shelter, sleeping areas, lighting, food, drinks, sound, and activities in that order so the site is ready before people arrive.

Organize this event for free with Lizzt

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 venue
2
Reserve camping spots
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Update participant list
7
Send program to attendees
8
Check the weather forecast
9
Check the shopping list
2 people
10
Do the shopping
2 people
11
Pick up chilled products
2 people
12
Collect materials
3 people
13
Mark Tent Spots
2 people
14
Build party tents
4 people
15
Set up tables
3 people
16
Set up chairs and benches
3 people
17
Set Up Sleeping Tents
4 people
18
Hang lighting
2 people
19
Set out game materials
2 people
20
Test sound equipment
21
Set up barbecue safely
2 people
22
Chill drinks
2 people
23
Set up the buffet and bar
2 people
24
Prepare snacks
3 people
25
Prepare Barbecue Dishes
3 people
26
Set up the reception desk
2 people

Event

27
Receive participants
2 people
28
Serve welcome drinks
2 people
29
Explain the program
30
Supervise afternoon games
3 people
31
Refill drinks
2 people
32
Provide coffee and tea
33
Serve Afternoon Snacks
2 people
34
Light the barbecue
2 people
35
Grill barbecue dishes
4 people
36
Serve the barbecue buffet
3 people
37
Supervise the evening game
2 people
38
Check evening lighting
39
Serve last-round drinks
2 people

Aftercare

40
Empty waste stations
2 people
41
Safely extinguish barbecue
2 people
42
Wash dishes
3 people
43
Clear tables and chairs
4 people
44
Take down party tents
4 people
45
Take down sleeping tents
4 people
46
Clean the grounds
4 people
47
Inventory materials
2 people
48
Return borrowed items
2 people
49
Clean coolers
2 people
50
Store lighting and cables
2 people
51
Store leftover stock
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 40
Beer benchesqty 4
Buffet tablesqty 2

Camping

Sleeping tentsqty 10
Sleeping matsqty 30
Camping chairsqty 10

Tableware

Reusable platesqty 45
Reusable bowlsqty 45
Reusable cupsqty 60
Cutlery setsqty 45
Serving plattersqty 8
Coffee potsqty 4

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 6
Barbecue tongsqty 4
Serving spoonsqty 6

Equipment

Barbecuesqty 2
Coolersqty 4
Portable speakers
Extension cordsqty 2
Power stripsqty 4

Lighting

String lightsqty 6
Camping lampsqty 8

Sports equipment

Volleyball net
Volleyballsqty 2
Frisbeesqty 3
Badminton setsqty 2
Pétanque setsqty 2
Marker conesqty 12

Decorations

Buntingqty 6
Tableclothsqty 6

Cleaning

Waste binsqty 6
Dishpanqty 2
Hand broomsqty 2

Safety

First aid kit
Fire extinguishersqty 2

Catering

Groceries

Tips

Reserve the camping spots before sending invitations, especially if staff members will sleep on site. Keep one updated participant list so the number of tents, sleeping mats, chairs, meals, and drinks matches the registrations.
Set a registration deadline at least 7 days before the event. Use the final list to collect dietary requirements and adjust the shopping list before buying perishable food or chilled products.
Do the main setup before food preparation: mark tent spots, build the party tents, place tables and seating, and set up sleeping tents first. Leave at least 60 minutes before arrival for lighting, sound, games, and last-minute checks.
Plan chilled items separately from the main shopping trip. Pick them up on the event day or within 4 hours of serving, then keep drinks and barbecue ingredients in coolers until the buffet and bar are ready.
Check the weather forecast twice: 7 days before the event and again on the morning itself. This gives you time to adjust shelter, lighting, outdoor games, clothing advice, and the safe placement of the barbecue.

Frequently asked questions

How far in advance should I plan a camping staff day?: Start 4 to 6 weeks ahead by confirming the date, venue, and camping spots. Send invitations early enough to close registrations at least 7 days before the event.
How many tents do I need for a camping staff day?: Count the people who will sleep on site after registrations close, then add one spare sleeping space for every 10 people. Confirm whether staff bring their own tents before deciding how many sleeping tents and mats to provide.
When should I buy food for a camping staff day?: Buy non-perishable supplies 2 to 3 days before the event and check the shopping list again the day before. Collect chilled products on the event day, ideally no more than 4 hours before serving.
How early should I arrive to set up a camping staff day?: Allow at least 3 hours before guests arrive for marking tent spots, building party tents, arranging tables and seating, and setting up sleeping tents. Keep the final 60 minutes for lighting, sound, drinks, food, and safety checks.

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.