Star Camp checklist: what to arrange and when

A Star Camp involves more than sending invitations and putting up tents. You need registration details, dietary and emergency information, consent forms, group assignments and escort duties before participants arrive. The practical preparation includes checking reservations, food, cooking equipment, sleeping gear, flashlights and first-aid supplies. Use the checklist in order so that weather-dependent tasks, shopping and campsite setup are finished before the opening desk is ready.

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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

Send invitations
Open the registration form
Process registrations
2 people
Collect dietary requirements
Collect emergency contacts
Collect consent forms
2 people
Check the weather forecast
Print the program
Create group assignments
2 people
Assign escort duties
2 people
Confirm reservations
Do the shopping
3 people
Sort food
2 people
Chill drinks
2 people
Check materials
2 people
Test flashlights
2 people
Check tents
3 people
Fill first aid kit
Set up the reception desk
2 people
Set up tents
6 people
Set up tables
3 people
Set up chairs
3 people
Set up buffet
4 people
Set out cooking equipment
2 people
Hang decorations
3 people
Set up the stargazing area
3 people
Set up lighting
2 people
Set up the treasure hunt
3 people
Prepare game materials
2 people
Lay out name badges
Set up the rest area
2 people
Check toilets
Conduct safety rounds
2 people

Event

Receive participants
4 people
Register attendance
2 people
Take luggage to the tents
4 people
Explain the house rules
2 people
Group participants
3 people
Explore the campsite
8 people
Raise the camp flag
2 people
Supervise camp activities
8 people
Distribute drinks
2 people
Serve fruit and snacks
3 people
Guide the scavenger hunt
8 people
Prepare dinner
4 people
Refill buffet
2 people
Serve dinner
4 people
Refill drinks
2 people
Collect tableware
3 people
Explain the evening game
3 people
Supervise the evening game
8 people
Check the fire pit
2 people
Hand out marshmallows
2 people
Hand out star viewers
2 people
Guide stargazing
4 people
Serve hot drinks
3 people
Guide participants to the tents
6 people
Final attendance check
2 people

Aftercare

Cover food
2 people
Collect waste
3 people
Wash dishes
3 people
Clean the kitchen
2 people
Clean up the venue
4 people
Take down tents
6 people
Put furniture back
4 people
Remove decorations
3 people
Clean materials
3 people
Return borrowed items
2 people
Store leftover food
2 people
Collect lost and found items
Leave venue clean
3 people

What to bring

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

Furniture

Tablesqty 8
Folding chairsqty 50
Party tentsqty 3
Picnic benchesqty 4
Blanketsqty 8
Storage cratesqty 12

Camping

Camping tentsqty 20
Tent hammersqty 6
Herringqty 120
Guy ropesqty 40
Sleeping matsqty 45
Sleeping bagsqty 45
Pillowsqty 45
Flashlightsqty 45
Spare batteriesqty 90

Tableware

Reusable cupsqty 60
Platesqty 60
Soup bowlsqty 50
Cutlery setsqty 60
Coffee cupsqty 30
Serving spoonsqty 8
Food scissorsqty 3

Kitchen

Large cooking potsqty 4
Frying pansqty 2
Cutting boardsqty 6
Chef's knivesqty 4
Mixing bowlsqty 6
Measuring cupsqty 3
Kettlesqty 2
Storage binsqty 12
Coolersqty 6
Thermos flasksqty 5

Equipment

Portable speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Megaphone

Sports equipment

Footballsqty 4
Frisbeesqty 6
Tug-of-war ropesqty 2
Skipping ropesqty 8
Conesqty 30
Blindfoldsqty 12

Game materials

Game cardsqty 6
Diceqty 12
Ropeqty 100
Writing boardsqty 10
Color markersqty 10
Glow sticksqty 60
Star mapsqty 10
Binocularsqty 6

Decorations

Camp flag
Buntingqty 8
Paper starsqty 40
Name badgesqty 50

Lighting

LED light stringsqty 6
Lanternsqty 8
Headlampsqty 12

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Safety vestsqty 10
Pocket whistlesqty 10

Cleaning

Waste binsqty 8
Bucketsqty 6
Spongesqty 12
Dish brushesqty 6
Broom setsqty 3

Catering

Groceries

Tips

Set a firm registration deadline at least 7 days before camp starts. That gives you time to process entries, collect dietary requirements, emergency contacts and consent forms, then create group assignments.
Check the weather forecast 48 hours before arrival and again on the morning of setup. Use it to decide when to put up party tents, prepare blankets and adjust the outdoor program.
Test every flashlight with spare batteries before packing the camping equipment. A quick check of 10 minutes can prevent missing lights after dark, especially when groups return to their tents.
Shop only after registrations and dietary requirements are processed. Sort food into meal groups, chill drinks and keep cooking equipment such as large pots, pans, cutting boards and knives together.
Allow at least 90 minutes for the reception area and campsite setup. Put up tents first, then tables, chairs, buffet and cooking equipment so food service does not block arrivals.

Frequently asked questions

How far in advance should I send Star Camp invitations?: Send invitations at least 3 to 4 weeks before the camp date. Close registration about 7 days beforehand so there is time to process participants, collect consent forms and assign groups.
When should I check the weather for Star Camp?: Check the forecast 48 hours before the event and again on the morning of setup. The second check lets you adjust tents, blankets, outdoor activities and clothing guidance before participants arrive.
How much time does Star Camp setup take?: Plan for at least 90 minutes with a prepared team for tents, tables, chairs, the buffet, cooking equipment and the reception desk. Add 30 minutes if the site is unfamiliar or materials are stored in separate places.
What should I check before children sleep in the tents?: Check each tent, hammer, herring and guy rope before bedtime, and place sleeping mats, sleeping bags and pillows inside. Test flashlights and keep spare batteries available at least 30 minutes before lights-out.

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