School camp checklist: what to arrange and when

A school camp involves more than booking a campsite and packing tents. You need time to collect consent forms, dietary and medical information, assign groups and rooms, confirm activities, and organise transport. This checklist puts those jobs in a workable order, from setting the dates to checking the weather and packing supplies. It also helps you catch details that are often left until the last few days, such as emergency contacts, refrigerated food and sleeping equipment.

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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

Set camp dates
2 people
Reserve campsite
2 people
Arrange transport
2 people
Create the program
4 people
Send parent letter
2 people
Send invitations
2 people
Process registrations
2 people
Collect consent forms
2 people
Collect dietary requirements
2 people
Collect medical information
2 people
Check emergency contacts
2 people
Create group assignments
3 people
Create room assignments
3 people
Confirm activities
3 people
Plan meals
3 people
Create a shopping list
3 people
Inventory supplies
3 people
Check game materials
2 people
Check sleeping gear
2 people
Restock first aid supplies
2 people
Share route directions
2 people
Check the weather forecast
2 people
Do the shopping
4 people
Pack non-perishable stock
3 people
Purchase refrigerated products
2 people
Hand out luggage tags
2 people
Check bus list
2 people
Load luggage
4 people

Event

Check off students
3 people
Give safety instructions
3 people
Travel to the camp site
6 people
Unload luggage
5 people
Welcome the students
4 people
Explain camp rules
4 people
Assign sleeping places
4 people
Set up the tents
8 people
Store luggage
4 people
Guide the afternoon activity
6 people
Chill drinks
2 people
Prepare evening meal
5 people
Set the tables
4 people
Serve dinner
5 people
Refill drinks
2 people
Collect tableware
4 people
Supervise the evening game
6 people
Escort to the restroom
3 people
Distribute the evening snack
3 people
Guide tooth brushing
3 people
Assign the night watch
2 people
Check the lights are off
3 people
Prepare breakfast
4 people
Wake up students
3 people
Serve breakfast
4 people
Lead the morning walk
6 people
Prepare lunch packs
4 people
Supervise sports activity
6 people
Serve lunch
4 people
Guide the afternoon program
6 people
Refill drinks
2 people
Prepare dinner
5 people
Serve dinner
5 people
Lead the campfire evening
5 people
Distribute the evening snack
3 people
Carry out the night check
2 people
Serve breakfast
4 people
Take down tents
8 people
Leave the site clean
6 people
Load luggage
5 people
Perform departure check
3 people
Escort the return trip
6 people
Handing over students
4 people

Aftercare

Unload leftover materials
4 people
Sort materials
3 people
Clean the tents
3 people
Wash dishes
3 people
Clean coolers
2 people
Take out the trash
2 people
Return borrowed items
2 people
Clean laundry
2 people
Store leftover stock
2 people
Inform parents about the ride home
2 people
Return lost property
2 people

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 36
Picnic benchesqty 6
Waste binsqty 4
Storage cratesqty 12
Clothes racksqty 4

Sleeping gear

Tentsqty 8
Sleeping matsqty 34
Sleeping bagsqty 34
Cushionsqty 34
Blanketsqty 10
Eye masksqty 34

Tableware

Reusable cupsqty 40
Platesqty 40
Bowlsqty 40
Forksqty 40
Knivesqty 40
Spoonsqty 40
Serving plattersqty 8

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Pansqty 4
Large cooking potsqty 3
Coolersqty 6
Thermos flasksqty 4
Kettlesqty 3
Gas burnersqty 3
Gas cylindersqty 4
Measuring cupsqty 3
Serving spoonsqty 8
Kitchen tongsqty 4
Apronsqty 6

Equipment

Mobile phoneqty 4
Power banksqty 6
Extension cordsqty 4
Bluetooth speakersqty 2
Megaphone
Flashlightsqty 8

Lighting

LED lampsqty 8
String lightsqty 4

Sports equipment

Footballsqty 4
Basketballsqty 2
Volleyballqty 2
Frisbeesqty 6
Skipping ropesqty 8
Conesqty 24
Vestsqty 30
Ropeqty 2
Water gunsqty 12

Game materials

Board gamesqty 8
Card gamesqty 8
Puzzlesqty 4
Blindfoldsqty 12
Pensqty 40
Notepadsqty 40
Scavenger hunt cardsqty 12

Safety

First aid kitsqty 3
Safety vestsqty 8
Pocket whistlesqty 8
Emergency blanketsqty 8
Insect sprayqty 6

Cleaning

Washing-up basinsqty 6
Spongesqty 12
Dish brushesqty 4
Bucketsqty 6
Broomqty 3
Dustpan and brushqty 3
Mopqty 3
Hand soap dispensersqty 4
Disinfecting gelqty 6

Other

Duct tapeqty 6
Rope rollsqty 4
Scissorsqty 6
Markersqty 4
Name stickersqty 50
Waterproof storage boxesqty 8
Clipboardsqty 8

Catering

Groceries

Tips

Set the dates and reserve the campsite before sending invitations. Allow extra time to compare availability, confirm the capacity, and arrange transport for the full group.
Send the parent letter early enough to collect consent forms, dietary requirements, medical information and emergency contacts before you create group and room assignments.
Plan meals before shopping, then separate non-perishable stock from refrigerated products. Buy chilled items as late as practical and keep them in coolers until they are needed.
Check sleeping gear against the actual number of campers and staff. Count tents, sleeping mats, sleeping bags, blankets and cushions rather than relying on last year’s boxes.
Do a final weather, route and equipment check shortly before departure. Confirm activities, directions, first-aid supplies, game materials and cooking equipment, including gas burners and gas cylinders.

Frequently asked questions

How early should I start organising a school camp?: Start at least 8 to 12 weeks before departure. Set the dates, reserve the campsite and arrange transport first, then allow several weeks to collect registrations, consent forms and medical information.
When should parents return school camp consent forms?: Set the deadline at least 3 to 4 weeks before the camp. This gives you time to follow up missing forms and use the confirmed numbers for group assignments, room assignments, meals and transport.
How much food should I buy for a school camp?: Base quantities on the final number of campers and staff, then add a small buffer for portions and delays. Finish the meal plan and shopping list before buying, and purchase refrigerated products as close to departure as storage allows.
When should I check the weather for a school camp?: Check the forecast 3 to 5 days before leaving and again on the morning of departure. Use it to confirm clothing, sleeping arrangements, activities, route plans and whether extra protection is needed for equipment.

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