How to organize a winter camp

A winter camp needs more than tents and a program. Start by securing the campsite, confirming who is coming, and collecting dietary, consent, and emergency information. Then build the routes and activities around daylight, weather, and safe access to the site. In the final 48 hours, check fuel, cooking equipment, lighting, fire permissions, and material stock. On arrival, set up shelter, food, fire, and registration in that order so participants are not left waiting in the cold.

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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
Send invitations
2 people
3
Process registrations
2 people
4
Collect dietary requirements
5
Collect consent forms
2 people
6
Check emergency contacts
7
Develop program and routes
2 people
8
Check the weather forecast
9
Check the fire permit
10
Check material stock
2 people
11
Test gas cylinders and cookers
2 people
12
Do the shopping
3 people
13
Prepare vegetables and bread
3 people
14
Label meals and dietary options
2 people
15
Print participant list
16
Set out activity materials
2 people
17
Load materials
4 people
18
Check the site and route in advance
2 people
19
Set up tables and seating
4 people
20
Set up tents and windbreaks
5 people
21
Set up the cooking and serving area
3 people
22
Hang lighting
2 people
23
Set up the fire pit safely
3 people
24
Prepare hot drinks
2 people

Event

25
Welcome and register participants
3 people
26
Explain the schedule and safety rules
3 people
27
Serve hot drinks and cookies
3 people
28
Lead winter games
5 people
29
Guide the walking group
4 people
30
Refill drinks
2 people
31
Reheat meal
4 people
32
Serve meal and dietary options
5 people
33
Clear away dishes and tables in between
3 people
34
Start the campfire
2 people
35
Supervise the campfire program
4 people
36
Serve evening snack
2 people
37
Fully extinguish the fire
2 people
38
Ensure participants leave safely
3 people

Aftercare

39
Take down tents and equipment
5 people
40
Collect and sort waste
3 people
41
Wash dishes and cookware
4 people
42
Leave the site clean and empty
4 people
43
Dry and store the equipment
3 people
44
Return borrowed materials
2 people
45
Return lost property

What to bring

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

Furniture

Tablesqty 5
Folding chairsqty 35
Benchesqty 4
Party tentsqty 2
Windbreaksqty 6

Tableware

Reusable mugsqty 40
Reusable bowlsqty 40
Reusable platesqty 40
Cutlery setsqty 40

Kitchen

Large cooking potsqty 3
Cutting boardsqty 4
Kitchen knivesqty 6
Serving spoonsqty 4
Serving tongsqty 4
Can openersqty 2

Equipment

Outdoor cooking stovesqty 3
Gas cylindersqty 6
Coolersqty 3
Thermos flasksqty 6
Hot water boilersqty 2

Lighting

LED lanternsqty 8
Headlampsqty 35
Spare batteriesqty 40

Safety

Fire extinguishersqty 2
First aid kitsqty 2
Reflective vestsqty 8

Sports equipment

Compassqty 10
Rope tiesqty 6
Marker conesqty 20
Ballsqty 4

Camp equipment

Ground tarpsqty 6
Pioneer polesqty 12
Guy ropesqty 12
Herringqty 40
Firewoodqty 2

Cleaning

Waste binsqty 4
Bucketsqty 3
Broomsqty 2
Hand broomsqty 3
Reusable cleaning clothsqty 12

Catering

Groceries

Tips

Set a firm registration deadline at least 7 days before camp. Use the final participant list to check consent forms, emergency contacts, and dietary requirements before buying food.
Plan outdoor routes against the available daylight, not just the activity duration. Check the forecast again 24 hours before departure and prepare a shorter route in case of snow, wind, or poor visibility.
Visit the campsite and route in advance, ideally 3–7 days before the event. Confirm where tents, windbreaks, cooking equipment, lighting, the fire pit, and emergency access will go.
Test gas cylinders, outdoor cookers, lanterns, headlamps, and spare batteries before loading. Pack hot-water boilers, thermos flasks, reusable mugs, and large cooking pots where they can be reached first.
Prepare and label meals before participants arrive, including dietary options. Set up the cooking and serving area separately from the fire pit, and keep fire extinguishers and first aid kits immediately accessible.

Frequently asked questions

How far in advance should I plan a winter camp?: Reserve the campsite and send initial invitations at least 4–6 weeks ahead. Set the registration and consent deadline 7 days before camp, leaving time to buy food and adjust the program.
What should I check 24 hours before a winter camp?: Check the weather forecast, fire permit, route conditions, participant list, dietary requirements, and emergency contacts. Also confirm fuel, cooking equipment, lighting, tents, and spare batteries.
How do you keep food and drinks warm at winter camp?: Prepare hot drinks shortly before serving and keep them in thermos flasks or hot-water boilers. Plan roughly 250–300 ml of hot drink per person for each serving, with extra water available for refills.
When should tents and cooking equipment be set up?: Set up tents, windbreaks, lighting, and the cooking area before welcoming participants. Allow at least 60–90 minutes on site, depending on the number of tents and the weather.

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.