How to organize a club camp

A club camp combines event planning with an overnight stay, so the order of work matters. Start by confirming the date and site, then collect registrations, dietary requirements and emergency contacts before arranging transport and reservations. During the final week, assign team duties, check the forecast and shop from the list. On arrival day, inspect the site before setting up tents, sleeping places, the kitchen, seating, lighting and sound.

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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 people
2
Send invitations
2 people
3
Process registrations
2 people
4
Collect dietary requirements
2 people
5
Collect emergency contacts
2 people
6
Organize transport
2 people
7
Confirm reservations
8
Share the schedule and times
2 people
9
Create team assignments
2 people
10
Check the weather forecast
11
Check the shopping list
2 people
12
Do the shopping
3 people
13
Gather camping gear
3 people
14
Sort inventory
2 people
15
Print participant list
16
Sharing route information
17
Inspect the site
2 people
18
Set up the tents
6 people
19
Assign sleeping places
3 people
20
Set up tables and chairs
4 people
21
Set up the kitchen
3 people
22
Chill drinks
2 people
23
Hang decorations
3 people
24
Test sound and lighting
2 people

Event

25
Receive participants
3 people
26
Explain the sleeping arrangements
2 people
27
Explain house rules and safety
2 people
28
Serve welcome drinks
2 people
29
Supervise game activities
5 people
30
Refill drinks
2 people
31
Prepare dinner
4 people
32
Serve dinner
4 people
33
Clear away dishes
3 people
34
Lead the campfire evening
3 people
35
Hand out evening snacks
2 people
36
Wrap up the evening program
2 people
37
Carry out site inspection
2 people
38
Prepare breakfast
3 people
39
Serve breakfast
3 people

Aftercare

40
Take down tents
6 people
41
Check materials
3 people
42
Collect waste
4 people
43
Wash dishes
3 people
44
Clean the grounds
5 people
45
Pack inventory
3 people
46
Return materials
2 people
47
Return rented items
2 people
48
Store leftover stock
2 people
49
Collect lost and found items

What to bring

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

Furniture

Tablesqty 6
Chairsqty 32
Party tentsqty 2
Picnic benchesqty 4

Camping

Sleeping tentsqty 8
Sleeping matsqty 32
Sleeping bagsqty 32
Pillowsqty 32
Flashlightsqty 12
Herringqty 80
Guy ropesqty 20

Tableware

Reusable platesqty 40
Reusable bowlsqty 40
Reusable cupsqty 50
Cutlery setsqty 40
Coffee mugsqty 35

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving spoonsqty 6
Mixing bowlsqty 4
Thermos flasksqty 4
Coolersqty 4
Gas burnersqty 3
Cooking potsqty 4
Roasting pansqty 2
Water jerry cansqty 4

Equipment

Bluetooth speakersqty 2
Extension cordsqty 4

Lighting

String lightsqty 6
LED lampsqty 8

Sports equipment

Footballsqty 3
Volleyball net
Tug of war rope
Game cardsqty 4

Decorations

Buntingqty 6
Name badgesqty 35
Markersqty 2
Adhesive tapeqty 4

Cleaning

Waste binsqty 6
Washing-up tubsqty 3
Broomqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Set a firm registration deadline at least 10 days before camp. Use the final participant list to confirm sleeping places, dietary requirements, emergency contacts and transport needs instead of chasing missing details on arrival day.
Plan the site setup in zones: sleeping tents first, then the kitchen, tables and chairs, and finally decorations, sound and lighting. Leave at least 90 minutes before participant arrival for setup and a site inspection.
Count camping gear by participant, not by tent. Check sleeping mats, sleeping bags, pillows, flashlights, tent pegs and guy ropes together during inventory sorting so missing items are found before departure.
Build the food plan around the equipment available. Check coolers, water jerry cans, gas burners, cooking pots, roasting pans, reusable tableware and thermos flasks before shopping, and chill drinks after the kitchen area is ready.
Send the schedule and route information no later than 3 days before camp. Include departure and arrival times, what participants need to bring, the emergency contact process and who is responsible for transport and check-in.

Frequently asked questions

How far in advance should you plan a club camp?: Start at least 6 to 8 weeks before the camp. Confirm the date, location, reservations and transport first, then open registrations and set a deadline about 10 days before departure.
When should club camp registrations close?: Close registrations around 10 days before the event. You need the final numbers to assign sleeping places, confirm meals, collect dietary requirements and print the participant list.
How early should we arrive to set up a club camp?: Arrive at least 90 minutes before participants. This gives the team time to inspect the site, set up tents and sleeping areas, prepare the kitchen and seating, chill drinks, and test sound and lighting.
What should I check the day before a club camp?: Check the weather forecast, shopping list, inventory and participant list the day before. Confirm transport, reservations and team assignments, and make sure route information and the schedule have already been shared.

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