Midweek camp checklist: what to arrange and when

A midweek camp needs more than tents and a programme. You need participant details, consent forms, group assignments, transport, meals and equipment ready at the right time. Start with the date and site, then work through registrations and safety information before confirming the daily programme. In the final week, check the forecast, prepare food and supplies, label sleeping gear and load vehicles in a clear order. This checklist helps you see what is easy to forget and when to handle it.

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

Set the date and camp theme
2 people
Prepare participant information
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
2 people
Collect consent forms
2 people
Check emergency contacts
2 people
Create group assignments
3 people
Assign escorts
2 people
Develop the daily program
3 people
Confirm the camp site reservation
Confirm transport and loading plan
2 people
Determine meals and portions
3 people
Check the shopping list
2 people
Do the shopping
3 people
Collect non-perishable stock
2 people
Purchase refrigerated products
2 people
Check camping equipment
3 people
Label tents and sleeping gear
3 people
Set out activity materials
3 people
Check the first aid kit
Check the weather forecast
Print participant list
Print information signs
Load vehicles
4 people

Event

Check the grounds and rooms
3 people
Set up the tents
6 people
Set up sleeping accommodations
4 people
Set up the kitchen and dining area
4 people
Set up the reception desk
2 people
Register participants
4 people
Bring luggage to sleeping areas
4 people
Explain the house rules
3 people
Give a site tour
4 people
Lead icebreaker games
5 people
Chill drinks
2 people
Prepare evening meal
4 people
Set the tables
3 people
Serve dinner
4 people
Refill drinks
2 people
Supervise the evening game
5 people
Support the bedtime program
4 people
Conduct night watch
2 people
Prepare breakfast
4 people
Serve breakfast
4 people
Guide morning game
5 people
Prepare lunch
3 people
Serve lunch
4 people
Supervise sports activity
5 people
Provide the lunch break
2 people
Prepare evening meal
4 people
Lead the campfire evening
5 people
Prepare breakfast
4 people
Guide the walk
5 people
Prepare picnic lunch
4 people
Hand out the picnic lunch
4 people
Lead the creative activity
5 people
Distribute afternoon drinks
2 people
Prepare barbecue
5 people
Serve barbecue
5 people
Supervise the night game
6 people
Prepare breakfast
4 people
Lead the morning warm-up
3 people
Supervise team tournament
6 people
Prepare lunch
4 people
Serve lunch
4 people
Guide leisure activities
4 people
Lead the camp quiz
4 people
Prepare the banquet meal
5 people
Oversee the party night
6 people
Prepare Farewell Breakfast
4 people
Serve farewell breakfast
4 people
Gather luggage
4 people
Take down tents
6 people
Leave the site clean
5 people
Check out participants
3 people
Guide transport to the departure point
4 people

Aftercare

Collect waste
4 people
Clean the kitchen
3 people
Clean the restrooms
2 people
Inventory materials
3 people
Return borrowed items
2 people
Sort lost and found
2 people
Inform parents about found items
Share participant photos securely

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 50
Picnic benchesqty 6
Clothes racksqty 4

Camping

Sleeping tentsqty 12
Guide tentsqty 3
Air mattressesqty 45
Sleeping bagsqty 45
Sleeping matsqty 45
Cushionsqty 45
Flashlightsqty 25
Herringqty 120
Tent peg hammersqty 6

Tableware

Reusable platesqty 55
Reusable bowlsqty 55
Reusable cupsqty 65
Cutlery setsqty 55
Serving spoonsqty 8
Water jugsqty 8

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Saucepanqty 4
Large cooking potsqty 4
Frying pansqty 3
Colandersqty 4
Mixing bowlsqty 6
Measuring cupsqty 3
Kitchen tongsqty 6
Cutting board labelsqty 2

Equipment

Gas burnersqty 4
Gas cylindersqty 6
Coolersqty 6
Extension cordsqty 4
Power stripsqty 4

Lighting

String lightsqty 4
Battery lanternsqty 8

Sports equipment

Footballsqty 5
Volleyball net
Volleyballsqty 3
Frisbeesqty 6
Conesqty 30
Skipping ropesqty 10
Blindfoldsqty 15

Activities

Game cardsqty 10
Board gamesqty 8
Craft kitsqty 45
A4 paperqty 250
Markersqty 12
Paint setsqty 8
Rope rollsqty 6
Pensqty 30

Safety

First aid kitsqty 2
Pocket whistlesqty 8
Reflective vestsqty 10
Fire extinguishersqty 2

Decorations

Buntingqty 8
Name badgesqty 55
Waterproof markersqty 12

Cleaning

Waste binsqty 8
Dish brushesqty 6
Bucketsqty 6
Mopsqty 4
Broom setsqty 4
Microfiber clothsqty 20

Catering

Groceries

Tips

Set a firm registration deadline at least 10 days before departure. Use the final participant list to check dietary requirements, consent forms, emergency contacts and group assignments together.
Confirm the camp site and transport plan at least two weeks ahead. Include the loading order, vehicle space for tents and cooking equipment, and the time each escort needs to arrive.
Plan meals by person and serving, not by guesswork. Check portions before shopping, separate non-perishable stock from refrigerated products, and buy chilled food as close to departure as practical.
Inspect sleeping and cooking equipment three to five days before the camp. Count tents, sleeping bags, mats, flashlights, gas burners and cookware, then label tents and sleeping gear by group.
Print the participant list, information signs and programme materials before loading. Keep the first aid kit, emergency contacts and weather check accessible rather than buried under camping gear.

Frequently asked questions

How far in advance should I organise a midweek camp?: Start arranging the site, date and transport at least six to eight weeks ahead. Set the registration deadline around 10 days before departure so you still have time to check consent forms, dietary requirements and emergency contacts.
When should I send invitations for a midweek camp?: Send invitations four to six weeks before the camp, with a clear reply deadline. Process registrations as they arrive instead of waiting until the deadline, especially when group assignments and escorts depend on the final numbers.
When should I buy food for a midweek camp?: Collect non-perishable stock several days in advance and check the shopping list before buying anything. Purchase refrigerated products one day before departure, unless storage at the camp site allows an earlier delivery.
What should I check the day before a midweek camp?: Check the weather forecast, final participant list, first aid kit, food, cooking equipment and transport plan. Label and load tents, sleeping gear and activity materials in the order they will be needed after arrival.

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.