Scout camp checklist: plan the camp from start to finish

A scout camp involves more than booking a campsite and packing tents. You need permission, registrations, emergency contacts, transport, meals, activities and a workable rainy-day plan. Start with the date and campsite, then work through participant information and logistics before checking equipment and buying food. This checklist helps you keep the preparation in order, so missing tent parts, dietary requirements or chilled food do not become last-minute problems.

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

Confirm camp date
2 people
Reserve campsite
Apply for camp permission
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Collect emergency contacts
2 people
Create the participant list
2 people
Arrange transport to camp
2 people
Develop camp schedule
3 people
Prepare the rainy-day program
2 people
Create the meal plan
2 people
Check allergies
2 people
Check material stock
3 people
Inspect tents and tarps
3 people
Test cooking equipment
2 people
Collect game materials
3 people
Make a shopping list
2 people
Do the shopping
3 people
Store fresh products chilled
2 people
Make camp labels
2 people
Sort materials by activity
3 people
Load cars and trailers
4 people
Set up arrival registration
2 people

Event

Inspect the site for safety
3 people
Set up tents
8 people
Set up camp kitchen
4 people
Set up the dining area
4 people
Check sanitary facilities
2 people
Receive participants
4 people
Take luggage to the tents
4 people
Explain camp rules
3 people
Lead the opening game
4 people
Prepare evening meal
5 people
Serve dinner
4 people
Refill drinks
2 people
Wash dishes
3 people
Set up the campfire area
3 people
Lead the campfire evening
4 people
Carry out evening round
3 people
Prepare breakfast
4 people
Serve breakfast
3 people
Clear the tent area
4 people
Guide morning game
5 people
Prepare lunch packs
4 people
Distribute lunch
3 people
Guide the scavenger hunt
6 people
Distribute water and fruit
2 people
Prepare dinner
5 people
Serve dinner
4 people
Refill drinks
2 people
Supervise the evening game
5 people
Wash dishes
3 people
Assign the night watch
2 people
Prepare breakfast
4 people
Serve breakfast
3 people
Lead the closing game
4 people
Take down tents
8 people
Take down the camp kitchen
4 people
Load luggage and equipment
6 people
Leave the site clean
8 people
Check out participants
3 people

Aftercare

Unload materials
5 people
Let the tents dry
3 people
Clean equipment
4 people
Wash dishes
3 people
Dispose of waste
2 people
Put stock back
3 people
Store tents dry
3 people
Return borrowed items
2 people
Finalize deposit and venue
Process expenses
2 people
Share participant photos

What to bring

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

Furniture

Tablesqty 6
Folding chairsqty 12
Beer table setsqty 6
Storage binsqty 12

Camping gear

Group tentsqty 6
Ground tarpsqty 6
Pioneer polesqty 30
Guy ropesqty 24
Herringqty 80
Tarpaulinsqty 6
Sleeping matsqty 40
Sleeping bagsqty 40
Cushionsqty 40

Kitchen

Gas burnersqty 4
Gas cylindersqty 4
Large cooking potsqty 4
Frying pansqty 3
Cutting boardsqty 6
Paring knivesqty 6
Measuring cupsqty 3
Mixing bowlsqty 4
Serving spoonsqty 6
Kitchen cratesqty 6

Tableware

Reusable platesqty 50
Reusable bowlsqty 50
Reusable cupsqty 60
Cutlery setsqty 50
Tea mugsqty 40

Equipment

Coolersqty 6
Extension cordsqty 4

Lighting

LED lampsqty 8
Battery lanternsqty 8

Sports equipment

Footballsqty 3
Korfballsqty 3
Frisbeesqty 6
Conesqty 30
Tug of war ropeqty 2
Compass setsqty 10
Flashlightsqty 20

Tools

Hammerqty 6
Pocket knifeqty 6
Rope rollsqty 8
Work glovesqty 12

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Reflective vestsqty 8

Documentation

Emergency contact foldersqty 2
Name badgesqty 50

Cleaning

Dishpanqty 4
Dish brushesqty 4
Bucketsqty 6
Broomqty 3
Trash binsqty 4

Catering

Groceries

Tips

Confirm the campsite and camp permission before sending invitations. Allow at least 4–6 weeks for permission or site requirements, especially if you need to submit participant or safety information.
Close registrations before finalising meals and transport. Set a clear deadline about 2 weeks before camp, then check dietary requirements, allergies, emergency contacts and the participant list together.
Inspect tents, groundsheets, guy lines, pegs and tarpaulins at least 7 days before departure. Put every damaged or missing item on the shopping or borrowing list while there is still time to replace it.
Test gas burners, cylinders and cooking equipment before shopping. Plan quantities from the final participant count, and store fresh products in coolers until they can be used.
Sort activity materials into labelled storage bins and load cars or trailers in arrival order. Keep registration materials and essential safety equipment accessible rather than buried under camp gear.

Frequently asked questions

How far in advance should I organise a scout camp?: Start 6–8 weeks before the camp with the date, campsite and permission. Send invitations once those are confirmed, and set the registration deadline around 2 weeks before departure.
When should scout camp registrations close?: Close registrations about 14 days before camp. That gives you time to confirm the participant list, transport, dietary requirements, allergies, emergency contacts and meal quantities.
How much food should I buy for a scout camp?: Base the shopping list on the final participant count and the complete meal plan, including snacks and drinks. Buy fresh products as close to departure as practical, then keep them chilled in coolers until needed.
What should I check before leaving for scout camp?: Within the final week, inspect tents, groundsheets, pegs, guy lines and tarpaulins, and test the cooking equipment. On arrival, inspect the site for hazards before setting up tents or opening activities.

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.