Spring camp checklist: what to arrange and when

A spring camp runs more smoothly when the planning is done in the right order. Start with the date, venue, permit, registrations, emergency contacts, and dietary requirements. Then assign groups, build the programme, arrange transport, and check every tent, cooking item, and activity supply before departure. Use the checklist below to keep practical details from being left until the last day, especially food storage, sleeping arrangements, power access, and printed participant information.

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 date and venue
2 people
Check camp permit
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Collect emergency contacts
Create the participant list
2 people
Create group assignments
2 people
Make reservations
Develop the program
3 people
Set camp rules
2 people
Send directions
Arrange transport to the site
2 people
Inventory camping gear
3 people
Check equipment for defects
3 people
Prepare tent layout
2 people
Collect activity materials
3 people
Check game materials
2 people
Plan meals
2 people
Create a shopping list
2 people
Do the shopping
3 people
Check chilled items
2 people
Sort groceries
3 people
Set out meal packs
3 people
Print participant information
Make name badges
2 people
Check first aid supplies
Check the weather forecast

Event

Set up the arrival team
3 people
Inspect the site
3 people
Unload tents
6 people
Set up camp kitchen
4 people
Set up tables and benches
4 people
Set up the check-in desk
2 people
Receive participants
4 people
Take luggage to the tents
4 people
Assign tents
4 people
Explain camp rules
2 people
Lead the opening game
4 people
Chill drinks
2 people
Prepare snacks
3 people
Serve snacks
3 people
Prepare evening meal
5 people
Serve dinner
4 people
Refill drinks
2 people
Check the campfire site
2 people
Support the evening program
4 people
Assign the night watch
2 people
Clean the kitchen
4 people
Prepare breakfast
3 people
Serve breakfast
4 people
Refill coffee and tea
2 people
Assign the morning chores
2 people
Clean up the venue
6 people
Lead a day trip
5 people
Hand out lunch packs
3 people
Serve lunch
4 people
Supervise afternoon games
5 people
Refill drinks
2 people
Provide the lunch break
3 people
Prepare evening meal
5 people
Serve dinner
4 people
Facilitate the campfire
3 people
Wash dishes
4 people
Prepare breakfast
3 people
Serve breakfast
4 people
Gather luggage
4 people
Take down tents
6 people
Supervise the closing activity
4 people
Serve lunch
4 people
Load materials
6 people
Leave the site clean
6 people
Check out with site management
2 people
Ensure participants leave safely
4 people

Aftercare

Unload materials
6 people
Let the tents dry
4 people
Clean camping equipment
4 people
Wash kitchen equipment
3 people
Sort and take out waste
2 people
Put stock back
2 people
Repair equipment
2 people
Return borrowed equipment
2 people
Store leftovers safely
2 people
Send a thank-you gift to participants

What to bring

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

Furniture

Tablesqty 8
Folding benchesqty 12
Folding chairsqty 8
Check-in desk
Clothes racksqty 2

Accommodation

Sleeping tentsqty 8
Guide tentqty 2
Tarpqty 2
Ground tarpsqty 10
Sleeping matsqty 30
Blanketsqty 30

Kitchen

Gas stovesqty 3
Gas cylindersqty 6
Cooking potsqty 4
Frying pansqty 2
Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 2
Colandersqty 3
Serving spoonsqty 6
Coolersqty 4

Tableware

Reusable platesqty 36
Reusable bowlsqty 36
Reusable cupsqty 40
Knivesqty 40
Forksqty 40
Spoonsqty 40
Thermos flasksqty 4

Equipment

Extension cordsqty 4
Power stripsqty 4
Flashlightsqty 12
Power banksqty 4
Megaphone

Lighting

LED lampsqty 8
String lightsqty 4
Batteriesqty 24

Sports equipment

Footballsqty 3
Frisbeesqty 6
Ropeqty 4
Conesqty 24
Relay batonsqty 8
Waterproof playing cardsqty 4

Decorations

Buntingqty 4
Name badgesqty 40
Waterproof markersqty 12

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Work glovesqty 12
Reflective vestsqty 8

Cleaning

Washing-up basinsqty 3
Dish brushesqty 4
Spongesqty 12
Tea towelsqty 12
Hand broomsqty 3
Cansqty 3
Bucketsqty 4
Hand soap dispensersqty 3
Toilet brushesqty 2

Catering

Groceries

Tips

Set a firm registration deadline before making group assignments or meal quantities. Collect dietary requirements and emergency contacts at the same time, then keep the final participant list with the check-in materials.
Check the site and permit before sending final directions. Confirm where tents, the guide tent, cooking equipment, tables, benches, and the check-in desk can be placed, and identify any limits on vehicles or power.
Inspect camping and cooking equipment at least 3–7 days before departure. Set up or test sleeping tents, tarps, mats, gas stoves, gas cylinders, coolers, extension cords, and power strips rather than discovering defects on arrival.
Plan meals from the confirmed participant count, including dietary requirements, and shop only after the menu and quantities are fixed. Sort groceries into meal packs and check chilled items on the day of transport.
Print participant information before leaving, not during check-in. Prepare directions, group assignments, camp rules, the programme, emergency contacts, and transport details in separate copies for leaders and participants.

Frequently asked questions

When should I start planning a spring camp?: Start at least 6–8 weeks before camp. Confirm the date, venue, permit, reservations, transport, and invitation details first; leave the final equipment and grocery checks for the week before departure.
How far in advance should spring camp registrations close?: Close registrations 10–14 days before camp when possible. This gives you time to confirm dietary requirements and emergency contacts, create group assignments, plan meal quantities, and arrange transport.
How many days before camp should I check the equipment?: Do a full equipment check 3–7 days before departure. Inspect tents, ground tarps, sleeping mats, blankets, cooking equipment, gas supplies, coolers, and electrical items while there is still time to replace or repair something.
What should I prepare on the day before spring camp?: The day before, sort groceries, prepare meal packs, check chilled items, pack activity materials, and print participant information. Keep the final participant list, group assignments, directions, and emergency contacts together for check-in.

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.