LGBTQ+ camping weekend planning checklist

A group camping weekend needs more than a campsite booking. You’ll need a clear registration process, accessible transport options, accommodation details, a programme and a safety plan before people arrive. This checklist helps you work through the 85 planning tasks in the right order, from confirming the site and group accommodation to collecting dietary and accessibility needs. It also keeps practical details such as groceries, camping equipment, name badges and group assignments from being left until the last day.

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

Reserve campsite
Confirm group accommodation
Check permits
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Collect accessibility needs
Check participants' contact details
2 people
Send participant information
Map out transport options
Create the carpool schedule
2 people
Finalize the program
2 people
Confirm workshop leaders
2 people
Select game activities
2 people
Compile the music program
Develop safety plan
2 people
Confirm site contact
Check the weather forecast
Order groceries
2 people
Check camping equipment
2 people
Test the equipment
2 people
Make name badges
2 people
Create group assignments
2 people
Pick up groceries
3 people
Keep fresh produce cool
2 people
Load materials
3 people
Share the route and address

Event

Inspect the site
3 people
Mark campsites
3 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up welcome desk
2 people
Hang up decorations
3 people
Connect lighting and power
2 people
Set up sound system
2 people
Set up coffee station
2 people
Prepare lunch
4 people
Check sanitary facilities
2 people
Put up info boards
2 people
Staff the registration table
2 people
Welcome participants
3 people
Assign camping spots
2 people
Serve welcome drinks
2 people
Lead the opening ceremony
2 people
Lead the introduction game
2 people
Facilitate the workshop
3 people
Prepare evening meal
5 people
Serve dinner
4 people
Refill drinks
2 people
Host music night
3 people
Check night lighting
2 people
Prepare breakfast
4 people
Serve breakfast
3 people
Lead the morning walk
2 people
Prepare the campfire session
3 people
Set up lunch buffet
3 people
Replenish lunch buffet
2 people
Lead a creative workshop
3 people
Lead the sports and games afternoon
4 people
Safely light the campfire
2 people
Prepare barbecue
5 people
Serve barbecue
4 people
Host karaoke
3 people
Monitor night-time rest
2 people
Provide morning coffee
2 people
Clear breakfast away
3 people
Assist with the closing activity
3 people
Carry out departure check-in
2 people
See participants off
3 people
Check tent spots
3 people
Collect waste
4 people

Aftercare

Take down party tents
4 people
Put furniture back
4 people
Dismantle technical equipment
2 people
Clean the kitchen
4 people
Clean the restrooms
3 people
Clean the grounds
5 people
Sort inventory
2 people
Return borrowed items
2 people
Take waste to the collection point
2 people
Register lost property
Send thank-you message
Share photos securely
Handle deposits and invoices

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 70
Beer tablesqty 6
Lounge cushionsqty 30
Tableclothsqty 10
Clothes racksqty 2

Tableware

Reusable platesqty 80
Reusable bowlsqty 70
Reusable cupsqty 120
Coffee cupsqty 60
Cutlery setsqty 80
Serving spoonsqty 12
Cake scissorsqty 2

Kitchen

Cutting boardsqty 8
Chef's knivesqty 8
Mixing bowlsqty 8
Coolersqty 6
Thermos flasksqty 8
Kettlesqty 3
Coffee machinesqty 2
Gas barbecuesqty 3
Gas cylindersqty 4
Grill tongsqty 6
Serving plattersqty 16
Bread cutting boardsqty 4

Equipment

Bluetooth speakersqty 2
Microphoneqty 2
Mixer
Extension cordsqty 6
Power stripsqty 8
Power banksqty 6
Projection screen
First aid kitsqty 2
Fire extinguishersqty 2
Flashlightsqty 6
Walkie-talkiesqty 6
Toolboxesqty 2

Lighting

String lightsqty 8
LED lanternsqty 12
Headlampsqty 8
Spare batteriesqty 24

Decorations

Pride flagsqty 12
Progress flagsqty 6
Paper garlandsqty 10
Name badgesqty 80
Markersqty 20
Directional signsqty 12

Sports equipment

Footballsqty 3
Volleyball net
Volleyballqty 2
Frisbeesqty 6
Game cardsqty 8
Board gamesqty 10
Yoga matsqty 20
Craft kitsqty 6
Karaoke screen
Campfire grillqty 2

Cleaning

Waste binsqty 8
Bucketsqty 6
Broom setsqty 4
Mopsqty 4
Hand broomsqty 4
Rubber glovesqty 12
Microfiber clothsqty 20
Toilet brushesqty 4
Hand soap dispensersqty 6

Catering

Groceries

Tips

Book the campsite and confirm group accommodation before opening registration. Check permits and agree who the site contact is at least 8–12 weeks before the weekend, especially if you need party tents, tables or other shared facilities.
Open registration only after you can provide the key practical information. Ask for dietary requirements, accessibility needs and current contact details, then send participant information once registrations have been checked.
Build transport plans from the registration data rather than guessing. Map public transport and pickup points, then create the carpool schedule at least 7 days before arrival so drivers and passengers can confirm their plans.
Finish the programme one to two weeks ahead. Confirm workshop leaders, choose group games and prepare the music programme before making group assignments and name badges.
Check and test shared equipment 3–7 days before departure. Count tables, chairs, reusable tableware, coolers, coffee equipment, gas cylinders, speakers, the microphone, mixer and extension cords, then pick up groceries as close to departure as practical.

Frequently asked questions

How far in advance should I book an LGBTQ+ camping weekend?: Aim to reserve the campsite and confirm group accommodation 8–12 weeks in advance. Allow extra time if the weekend includes workshops, shared facilities or permit checks.
When should I open registration for a camping weekend?: Open registration once the campsite, accommodation details and basic programme are confirmed, usually 6–8 weeks before the weekend. Keep the form open for at least 2 weeks so you can collect dietary and accessibility requirements.
How many people should one organiser plan transport for?: Create the transport plan from the final registration list, not the initial guest estimate. Confirm drivers, passengers and pickup points at least 7 days before arrival, then recheck changes 48 hours before departure.
When should I buy food for an LGBTQ+ camping weekend?: Order groceries after registration closes and dietary requirements are collected, normally 5–7 days before the weekend. Pick up fresh food as close to departure as possible and check coolers and storage space first.

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.