Scout camp checklist: what to arrange and when

A scout camp runs smoothly when the practical details are settled before the first group arrives. Start with dates, campsite access and registrations, then confirm dietary needs, emergency contacts and the programme. In the final days, check tents, cooking equipment, first aid supplies and the weather forecast. On arrival day, inspect the grounds before setting up sleeping areas, cooking, washing and registration.

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 camp dates
2 people
Reserve campsite
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
2 people
Check emergency contacts
2 people
Print the program
Collect game materials
3 people
Check camping equipment
3 people
Check first aid supplies
Check the weather forecast
Do the shopping
3 people
Keep groceries refrigerated
2 people
Load materials
4 people

Event

Receive arrival team
3 people
Inspect the grounds
3 people
Fence off the campsite
2 people
Set up registration desk
2 people
Unload tents
4 people
Set up the tents
6 people
Set up sleeping accommodations
6 people
Set up tables
3 people
Set up cooking area
3 people
Set up the wash and toilet area
2 people
Put up the flag and camp sign
2 people
Register participants
3 people
Take luggage to the tents
4 people
Serve welcome drinks
2 people
Explain camp rules
2 people
Give safety instructions
2 people
Announce team assignments
2 people
Explain the scavenger hunt
2 people
Guide the scavenger hunt
6 people
Check water stations
2 people
Distribute snacks
3 people
Refill drinks
2 people
Prepare the Campfire
3 people
Prepare dinner
5 people
Set the tables
3 people
Serve the meal
5 people
Serve diet meals
2 people
Refill drinks
2 people
Collect tableware
3 people
Wash dishes
3 people
Explain the evening game
2 people
Supervise the evening game
6 people
Hand out marshmallows
2 people
Watch over the campfire
2 people
Refill drinks
2 people
Guide evening toilet visit
2 people
Carry out the tent round
3 people
Extinguish campfire safely
2 people
Start night watch rota
2 people
Carry out the morning round
3 people
Prepare breakfast
4 people
Serve breakfast
4 people
Take down tents
6 people

Aftercare

Leave the site clean
5 people
Sort waste
3 people
Clean the kitchen
3 people
Clean the restrooms
2 people
Inventory materials
3 people
Return materials
3 people
Empty the coolers
2 people
Process leftover food
2 people
Collect laundry
2 people
Dry campsite gear
3 people
Store camp gear
3 people

What to bring

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

Furniture

Camp tablesqty 6
Folding chairsqty 20
Registration desk
Waste binsqty 4
Sink tablesqty 2

Camping gear

Group tentsqty 6
Sleeping matsqty 45
Sleeping bagsqty 45
Cushionsqty 45
Ground tarpsqty 6
Tent hammersqty 6
Guy ropesqty 30
Herringqty 80

Lighting

Rechargeable lanternsqty 10
Headlampsqty 12
Batteriesqty 24

Kitchen

Gas burnersqty 3
Gas cylindersqty 4
Cooking potsqty 4
Frying pansqty 2
Cutting boardsqty 4
Chef's knifeqty 4
Serving spoonsqty 6
Measuring cupsqty 2
Water jugsqty 6
Coolersqty 4

Tableware

Reusable platesqty 50
Reusable bowlsqty 50
Reusable cupsqty 60
Cutlery setsqty 50
Mugsqty 50
Washing-up bowlsqty 3

Game materials

Compassesqty 10
Rope rollsqty 6
Conesqty 30
Barrier tapeqty 4
Assignment cardsqty 40
Water balloonsqty 200
Bucketsqty 10
Sponge ballsqty 20
Flashlightsqty 12
Safety vestsqty 12

Decorations

Camp flag
Buntingqty 6
Camp sign
Chalkboardsqty 3
Chalkqty 2

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Pocket whistlesqty 10
Emergency blanketsqty 5
Waterproof phone casesqty 6

Cleaning

Spongesqty 10
Dish brushesqty 4
Mopsqty 4
Buckets for cleaningqty 4
Towelsqty 12
Toilet brushesqty 2

Catering

Groceries

Tips

Set the campsite and camp dates before sending invitations. Give families a clear registration deadline, then allow at least 3 days to check numbers, dietary requirements and emergency contacts.
Check every tent, sleeping mat, sleeping bag, ground tarp, guy rope and tent hammer before loading. A missing hammer or damaged tarp can delay setup for the whole group.
Plan food around the confirmed headcount, not the invitation list. Keep chilled groceries in coolers until the cooking area is ready, and check that water jugs, gas cylinders and serving equipment are packed.
Pack lighting separately so it is easy to find after dark. Count rechargeable lanterns, headlamps and batteries before departure, and keep first aid supplies accessible rather than buried in a transport box.
Give the arrival team a short setup order: inspect and mark the grounds first, then put up the flag and camp sign, set up registration, unload tents, and finish the cooking, wash and toilet areas.

Frequently asked questions

How far in advance should I plan a scout camp?: Set the dates and reserve the campsite several months ahead when possible. Send invitations after the campsite is confirmed, and close registrations at least 2 weeks before camp so food and sleeping arrangements can be checked.
What should I check before a scout camp starts?: Check registrations, dietary requirements, emergency contacts, the programme, weather forecast, first aid supplies and all camping equipment. Do a final equipment count 2 to 3 days before loading.
How many tents and sleeping mats do I need for scout camp?: Plan one suitable sleeping space and one sleeping mat per participant, plus any agreed adult or leader spaces. Confirm the final number after registrations close, then add spare capacity if your equipment allows it.
What needs to be ready when the arrival team reaches camp?: Have the grounds inspection and basic safety check ready before unloading. The arrival team should be able to move from registration and marking the site to tents, sleeping areas, cooking and washing facilities in that order.

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.