School camp checklist: what to arrange and when

A school camp needs more than a campsite and a packed bag. This checklist takes you from reserving the campsite and collecting registrations to assigning sleeping quarters, planning activities and preparing departure documents. Start with participant, medical and emergency-contact information before you confirm rooms or meals. In the final week, check the forecast, groceries, sports equipment and game materials, then load luggage and supplies in a clear order.

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
Arrange transport
Create the participant list
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
2 people
Collect medical information
2 people
Register emergency contacts
2 people
Create room assignments
2 people
Create activity schedule
3 people
Set rules and agreements
2 people
Check the weather forecast
Adjust the program for bad weather
2 people
Order groceries
2 people
Check sports equipment
2 people
Collect game materials
2 people
Assign sleeping quarters
3 people
Make luggage tags
2 people
Hand out participant letter
2 people
Pick up groceries
2 people
Check groceries
2 people
Prepare meals
3 people
Load luggage
4 people
Load materials
4 people
Lay out departure documents
2 people

Event

Check attendance
3 people
Load luggage onto the bus
4 people
Welcome participants
4 people
Assign sleeping areas
4 people
Bring luggage to rooms
4 people
Explain camp rules
3 people
Explore the site and boundaries
5 people
Create team assignments
3 people
Prepare evening meal
4 people
Set the tables
4 people
Serve dinner
5 people
Refill drinks
2 people
Supervise the evening game
5 people
Serve evening snacks
2 people
Carry out evening round
3 people
Guide bedtime
5 people
Prepare breakfast
4 people
Serve breakfast
5 people
Make lunch packs
4 people
Lead morning activity
5 people
Distribute lunch
4 people
Supervise afternoon games
5 people
Chill drinks
2 people
Prepare dinner
4 people
Serve dinner
5 people
Lead the campfire activity
5 people
Carry out evening round
3 people
Guide bedtime
5 people
Prepare breakfast and coffee
4 people
Serve breakfast
5 people
Clear sleeping areas
5 people
Guide the final group activity
5 people
Gather luggage
4 people
Inspect the grounds
4 people
Load materials
4 people
Check attendance before departure
3 people
Handle arrivals and luggage distribution
4 people

Aftercare

Collect lost and found items
2 people
Sort leftover food
2 people
Wash dishes
4 people
Clean the kitchen
3 people
Clean equipment
3 people
Collect waste
3 people
Take out the trash
2 people
Return borrowed equipment
2 people
Complete transport arrangements
Inform parents about found items
2 people
Store camp gear
3 people

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 35
Beer tablesqty 4
Coat racksqty 4
Storage cratesqty 12

Tableware

Reusable platesqty 40
Reusable bowlsqty 40
Reusable cupsqty 50
Mugsqty 40
Cutlery setsqty 40
Serving spoonsqty 8
Serving plattersqty 8

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Saucepanqty 3
Large cooking potqty 3
Frying panqty 3
Colandersqty 3
Measuring cupsqty 3
Kitchen tongsqty 4
Coolersqty 5
Thermos flasksqty 5
Kettlesqty 3

Equipment

Portable speakersqty 2
Power banksqty 6
Extension cordsqty 4
Power stripsqty 4
Flashlightsqty 8
Batteriesqty 24
First aid kitqty 2
Whistlesqty 6

Sports equipment

Footballsqty 4
Volleyballqty 2
Basketballsqty 2
Tennis ballsqty 12
Skipping ropesqty 8
Conesqty 24
Hoopsqty 10
Blindfoldsqty 10
Water spongesqty 20
Ropeqty 3
Compassqty 6
Bike pumpsqty 2

Decorations

Buntingqty 6
Name stickersqty 50
Waterproof markersqty 12
Colored paperqty 100
Tapeqty 6
Scissorsqty 8
Chalkboardqty 2

Sleeping gear

Sleeping matsqty 35
Sleeping bagsqty 35
Cushionsqty 35
Blanketsqty 35
Clothes hangersqty 40

Cleaning

Waste binsqty 8
Washing-up bowlsqty 4
Dish brushesqty 6
Spongesqty 12
Cleaning bucketsqty 4
Broomqty 3
Floor squeegeeqty 2
Hand brush and dustpanqty 3

Catering

Groceries

Tips

Collect dietary requirements, medical information and emergency contacts as soon as registrations close. Keep one checked list with the group leader and a second copy available during transport.
Create room assignments and sleeping-quarter arrangements before the participant letter goes out. Include a simple luggage-tag system so bags can be matched to students quickly on arrival.
Build the activity schedule with a bad-weather version before camp begins. Check the forecast again 24 hours before departure and replace outdoor activities where needed.
Order groceries only after you know the final participant count and dietary requirements. Check the delivery or collection against the list before loading coolers, cooking equipment and serving items.
Prepare departure documents, luggage and materials separately. Lay out the documents before loading, and keep flashlights, batteries, power banks and the first aid kit accessible rather than buried in the luggage.

Frequently asked questions

How far in advance should I organise a school camp?: Reserve the campsite and arrange transport several months ahead, especially for larger groups. Aim to finish registrations, medical information and emergency contacts at least 2–3 weeks before departure.
What information should I collect for a school camp?: Collect each participant’s registration details, dietary requirements, medical information and emergency contact details. Set a deadline at least 14 days before camp so you have time to clarify missing information.
When should I make school camp room assignments?: Make the assignments after registrations close and before sending the participant letter, usually 1–2 weeks before departure. Check the list against sleeping capacity and any relevant medical or supervision needs.
When should I check the weather for a school camp?: Check the forecast once during the planning week and again 24 hours before departure. Keep a ready-to-use bad-weather schedule instead of waiting until activities need to be cancelled.

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.