School camp checklist: organise everything in the right order

A school camp involves more than booking a campsite and packing tents. You need participant details, consent and medical information, transport, sleeping arrangements, activities, food and a clear backup plan. Start with registrations and safety information, then confirm the campsite, programme and logistics. In the final week, check equipment, label materials, send luggage instructions and keep fresh food chilled until departure. This checklist gives you a practical order for all 82 tasks and 56 items in the plan.

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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

Create the participant list
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
2 people
Collect medical information
2 people
Check emergency contacts
2 people
Collect consent forms
2 people
Arrange transport
Reserve campsite
Reserve activities
2 people
Make the camp assignments
3 people
Create the room and tent layout
3 people
Develop the day programme
3 people
Check the weather forecast
Create an alternative rainy-day program
3 people
Create a shopping list
2 people
Order groceries
2 people
Check camping equipment
3 people
Restock camping equipment
2 people
Restock first aid supplies
2 people
Label the materials
3 people
Send luggage instructions
Pick up groceries
3 people
Keep fresh food chilled
2 people
Gather luggage
4 people
Load transport
4 people

Event

Register attendance
3 people
Load luggage
4 people
Give safety instructions
3 people
Travel to the camp site
6 people
Assign tent locations
3 people
Set up the tents
10 people
Distribute luggage
4 people
Prepare dinner
4 people
Serve dinner
5 people
Explain camp rules
3 people
Support the evening activity
6 people
Refill drinks
2 people
Hand out evening snack
2 people
Conduct overnight supervision
3 people
Prepare breakfast
4 people
Serve breakfast
5 people
Distribute day materials
3 people
Lead morning activity
6 people
Hand out lunch packs
4 people
Guide the afternoon activity
8 people
Hand out fruit and drinks
3 people
Prepare dinner
5 people
Serve dinner
5 people
Supervise the evening game
6 people
Refill drinks
2 people
Conduct overnight supervision
3 people
Prepare breakfast
4 people
Serve breakfast
5 people
Lead morning activity
6 people
Prepare lunch
4 people
Serve lunch
5 people
Guide the afternoon activity
8 people
Check tents
4 people
Prepare dinner
5 people
Serve dinner
5 people
Oversee the closing night
6 people
Hand out evening snack
2 people
Conduct overnight supervision
3 people
Prepare breakfast
4 people
Serve breakfast
5 people
Take down tents
10 people
Clean the grounds
8 people
Sort luggage
4 people
Load transport
5 people
Check attendance
3 people
Escort the return trip
6 people

Aftercare

Unload luggage
5 people
Collect lost property
2 people
Clean materials
5 people
Wash dishes
4 people
Dispose of waste
3 people
Empty the coolers
2 people
Inventory supplies
3 people
Return borrowed equipment
2 people
Leave venue clean
4 people
Inform parents about wrap-up

What to bring

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

Furniture

Camping tentsqty 20
Foldable tablesqty 8
Folding chairsqty 12
Picnic benchesqty 8
Clothes racksqty 4
Storage cratesqty 20

Tableware

Reusable platesqty 80
Reusable bowlsqty 80
Reusable cupsqty 100
Knivesqty 80
Forksqty 80
Spoonsqty 80
Serving spoonsqty 12
Thermos flasksqty 6

Kitchen

Cutting boardsqty 8
Chef's knivesqty 8
Mixing bowlsqty 8
Coolersqty 8
Gas burnersqty 4
Cooking potsqty 8
Frying pansqty 4
Water kettlesqty 4
Jerry cansqty 8
Serving traysqty 8

Equipment

Extension cordsqty 6
Power stripsqty 6
Portable speakersqty 2
Megaphonesqty 2
Power banksqty 8

Lighting

LED lanternsqty 12
Headlampsqty 20
String lightsqty 4

Sports equipment

Footballsqty 4
Korfballsqty 4
Volleyball net
Volleyballsqty 4
Frisbeesqty 8
Skipping ropesqty 8
Conesqty 30
Ribbonsqty 40
Game cardsqty 8
Board gamesqty 8

Cleaning

Washing-up bowlsqty 6
Dish brushesqty 8
Spongesqty 12
Reusable clothsqty 20
Bucketsqty 8
Broom setsqty 4
Dustpan and brushqty 4
Hand soap dispensersqty 6
Towel rollsqty 12

Catering

First aid kitsqty 3
Drinking water containersqty 6
Lunch boxesqty 80
Ice packsqty 40
Groceries

Tips

Collect dietary requirements, medical information, emergency contacts and consent forms before finalising groups or activities. Set a firm deadline at least two weeks before departure so you have time to follow up missing information.
Confirm transport, campsite access and activity bookings before publishing the day programme. Recheck arrival and departure times one week before camp, especially if luggage and equipment travel separately.
Create both the tent or room layout and the camp assignments before departure. Keep a printed copy with the organisers, along with the participant list and emergency contacts, rather than relying on one phone.
Check cooking and serving equipment as one system: coolers, jerry cans, gas burners, pots, pans, cutting boards, knives, reusable tableware and thermos flasks. Restock first aid supplies and camping equipment no later than the week before camp.
Send luggage instructions at least 7 days before departure, including what must be labelled and what cannot be packed. On the final day, gather luggage, pick up groceries and move fresh food straight into coolers.

Frequently asked questions

How far in advance should I organise a school camp?: Start registrations, consent forms and medical information at least 6 to 8 weeks before departure. Confirm the campsite, transport and activities early, then use the final 2 weeks for assignments, equipment and food planning.
When should parents submit school camp consent forms?: Set the deadline 2 to 3 weeks before camp. This leaves enough time to contact families with missing forms and check dietary, medical and emergency-contact information before groups are finalised.
What should I check one week before a school camp?: Check the weather forecast, transport, bookings, tent or room layout, food order and all camping equipment 7 days before departure. Send the luggage instructions by then and prepare the rainy-day programme before the forecast becomes urgent.
How much food and drink should I arrange for a school camp?: Plan every meal and snack for the full camp duration, plus a small buffer for delays or extra portions. Keep fresh food chilled from collection until use, and provide enough reusable cups, plates, bowls and cutlery for the largest meal group.

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.