How to organize an autumn camp

An autumn camp needs more than tents and a program. Start with registrations, dietary requirements, consent forms and emergency contacts, then build the campsite plan around the number of participants. In the final week, confirm reservations, check the forecast, inspect camping and cooking equipment, and buy food with cold storage ready. On arrival, set up shelter, lighting, cooking and seating before participants arrive, so the first meal and evening activities do not depend on last-minute preparation.

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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
Send invitations
2
Process registrations
3
Collect dietary requirements
4
Update participant list
5
Collect consent forms
6
Check emergency contacts
7
Create the campsite layout
2 people
8
Print the program
9
Confirm reservations
10
Check the weather forecast
11
Inform participants about clothing
12
Check camping equipment
2 people
13
Check the shopping list
14
Do the shopping
2 people
15
Store groceries refrigerated
2 people
16
Label the materials
2 people
17
Check the first aid kit
18
Distribute phone numbers
19
Sort tents
3 people
20
Set up cooking area
3 people
21
Set up tables
3 people
22
Set up chairs
3 people
23
Hang lighting
2 people
24
Hang decorations
2 people
25
Prepare meal
3 people
26
Chill drinks
2 people
27
Set up the registration table
2 people

Event

28
Staff the reception desk
2 people
29
Welcome participants
3 people
30
Take luggage to the tents
3 people
31
Explain the camp rules
2 people
32
Assign tents
2 people
33
Supervise the afternoon game
4 people
34
Serve hot drinks
2 people
35
Serve dinner
4 people
36
Refill drinks
2 people
37
Collect tableware
3 people
38
Supervise the evening game
4 people
39
Facilitate the campfire
3 people
40
Hand out evening snacks
2 people
41
Check tents and grounds
3 people

Aftercare

42
Wash dishes
3 people
43
Prepare breakfast
3 people
44
Serve breakfast
3 people
45
Take down tents
4 people
46
Clean up the venue
4 people
47
Sort waste
2 people
48
Store tables and chairs
3 people
49
Clean cooking equipment
3 people
50
Remove lighting
2 people
51
Leave venue clean
4 people
52
Return materials
2 people
53
Return borrowed items

What to bring

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

Camping gear

Sleeping tentsqty 10
Guide tent
Ground tarpsqty 11
Herringqty 80
Tent hammersqty 4
Tarpaulinsqty 4

Furniture

Tablesqty 6
Benchesqty 8
Chairsqty 36

Tableware

Reusable platesqty 36
Reusable bowlsqty 36
Reusable cupsqty 40
Cutlery setsqty 40
Serving spoonsqty 6

Kitchen

Gas burnersqty 3
Gas cylindersqty 3
Large cooking potsqty 4
Coolersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Measuring cupsqty 3
Thermos flasksqty 4
Water jugsqty 4

Lighting

LED string lightsqty 4
Flashlightsqty 12
Headlampsqty 6

Decorations

Autumn leavesqty 3
Buntingqty 4

Game materials

Ballsqty 4
Ropeqty 2
Game cardsqty 4

Safety

First aid kitqty 2
Fire extinguishersqty 2
Reflective vestsqty 6

Cleaning

Washing-up basinsqty 3
Waste binsqty 4

Catering

Groceries

Tips

Close registrations early enough to update the participant list, collect consent forms and check emergency contacts before you assign tents or plan meals. Keep dietary requirements next to the meal plan, not in a separate inbox.
Make the campsite layout before arrival. Mark sleeping tents, the guide tent, cooking area, tables, benches and a safe route to the toilets or meeting point; this prevents equipment from being scattered across the site.
Treat autumn daylight as a deadline. Put LED string lights, flashlights and headlamps in the setup plan, and test them before the first evening rather than waiting until it gets dark.
Prepare food logistics in two stages: shop close enough to the camp to keep chilled groceries safe, then store them immediately in coolers. Count cooking pots, gas burners, gas cylinders, knives and serving utensils before the cooking team starts.
Give participants a clothing message several days before departure, based on the forecast. Mention waterproof layers and spare dry clothes, and keep tarpaulins, ground tarps, tent hammers and first-aid supplies accessible rather than packed at the bottom of a vehicle.

Frequently asked questions

How far in advance should I plan an autumn camp?: Start registrations and invitations at least 4 weeks before the camp. Use the final 7 days to confirm reservations, close the participant list, check consent forms and review the weather forecast.
How do I prepare an autumn camp for bad weather?: Check the forecast 7 days before the event and again 24 hours before departure. Plan covered areas with tarpaulins, protect the cooking area, and tell participants to bring waterproof layers and spare dry clothes.
When should I buy food for an autumn camp?: Check the shopping list 2 to 3 days before the camp and buy chilled food as close to departure as practical. Put groceries into coolers as soon as they are purchased and keep them refrigerated until transport.
What should be ready before campers arrive?: Set up the campsite layout, tents, cooking area, tables, seating and lighting before arrival time. Keep the first-aid kit, phone numbers, flashlights and headlamps immediately accessible from the start.

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.