Summer camp checklist: what to arrange and when

A summer camp runs more smoothly when registration, safety information and campsite logistics are handled before arrival day. Start by reserving the central campsite, sending invitations and tracking registrations, then collect consent forms, dietary requirements and emergency contacts. In the final week, check the forecast, print the programme and route, prepare luggage labels and confirm transport. On site, inspect the grounds before setting up tents, shaded areas, furniture and the cooking area.

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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

Reserve the central campsite
Send invitations
2 people
Process registrations
2 people
Update participant list
Collect consent forms
2 people
Collect dietary requirements
Check emergency contacts
2 people
Check the weather forecast
Print program and route
Check activity materials
2 people
Print campsite rules
Make luggage labels
2 people
Check the shopping list
2 people
Do the shopping
3 people
Keep fresh produce chilled
2 people
Collect materials
3 people
Check the first aid kit
Charge phones and walkie-talkies
Arrange transport to the venue
2 people
Open venue
2 people
Inspect the grounds
3 people
Set up tents
6 people
Set up canopy and shaded area
4 people
Set up tables and benches
4 people
Set up cooking area
3 people
Set up a drinks station
2 people
Set up activity stations
4 people
Mark route
2 people
Prepare lunch for the management team
2 people
Set up the registration table
2 people

Event

Receive participants
4 people
Register attendance
2 people
Label and store luggage
3 people
Explain camp rules
2 people
Lead the introduction game
3 people
Group participants
2 people
Guide the scavenger hunt
6 people
Distribute water and fruit
2 people
Refill drinks
2 people
Prepare dinner
4 people
Check the handwashing station
Set the tables
4 people
Serve dinner
5 people
Refill drinks
2 people
Collect tableware
3 people
Organize the dishes
3 people
Supervise the evening game
6 people
Check lanterns and lighting
2 people
Serve hot drinks
3 people
Supervise the evening program
5 people
Guide participants to the tents
4 people
Do a final site round
2 people

Aftercare

Bring waste to the collection point
3 people
Clean the kitchen
3 people
Wash dishes
3 people
Clean tables and benches
3 people
Collect activity materials
3 people
Turn off lights
Close the tents
2 people
Collect lost property
Leave the site clean
4 people
Take down tents
6 people
Pack materials back up
4 people
Move equipment to storage
3 people
Return rental items
2 people
Check leftover food
2 people

What to bring

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

Camping

Sleeping tentsqty 8
Guide tent
Ground tarpsqty 9
Herringqty 80
Tent hammersqty 6
Sleeping matsqty 30
Sleeping bagsqty 30
Collapsible cratesqty 12

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding benchesqty 10
Registration desk

Tableware

Reusable platesqty 40
Reusable bowlsqty 40
Reusable cupsqty 50
Knivesqty 40
Forksqty 40
Spoonsqty 40

Kitchen

Gas burnersqty 3
Gas cylindersqty 3
Cooking potsqty 4
Coolersqty 4
Cutting boardsqty 4
Cooking and serving spoonsqty 6
Kitchen knivesqty 4
Measuring cupsqty 3
Water jugsqty 6
Washing-up bowlsqty 4
Jerry cansqty 6

Sports equipment

Footballsqty 3
Tennis ballsqty 12
Ropeqty 4
Conesqty 20
Relay batonsqty 8
Water gunsqty 12
Compassqty 8
Magnifying glassesqty 8

Equipment

Walkie-talkiesqty 6
Power banksqty 6

Lighting

LED lanternsqty 10
Headlampsqty 12

Safety

First aid kitsqty 2
Emergency blanketsqty 4
Whistlesqty 8

Decorations

Buntingqty 6
Name badgesqty 40
Waterproof markersqty 12

Cleaning

Waste binsqty 6
Bucketsqty 6
Spongesqty 12
Dish brushesqty 6
Towelsqty 12

Catering

Groceries

Tips

Set a registration deadline at least 10 days before camp starts. This gives you time to update the participant list, chase missing consent forms and check emergency contacts.
Review dietary requirements 5–7 days before shopping. Keep fresh produce chilled and pack coolers, water jugs, washing-up bowls and jerry cans before leaving for the campsite.
Charge phones and walkie-talkies the evening before departure, and check the first aid kit at least 24 hours ahead. Do not leave communication or medical supplies until arrival.
Print the programme, route and campsite rules in advance, with one copy for the guide tent and one at the registration desk. Make luggage labels before participants arrive so bags can be identified quickly.
Allow at least 2–3 hours for arrival setup. Inspect the grounds first, then put up ground tarps and sleeping tents before arranging the canopy, tables, benches and cooking area.

Frequently asked questions

How far in advance should I plan a summer camp?: Reserve the campsite and send invitations 6–8 weeks before camp. Set the registration deadline at least 10 days before arrival so you can process forms, dietary requirements and emergency contacts.
When should I collect summer camp consent forms?: Ask for consent forms when participants register and set a firm deadline 10 days before camp. Review every form before finalising the participant list and transport arrangements.
What should I do the day before summer camp?: Check the weather forecast, shopping list, first aid kit and activity materials 24 hours before departure. Charge phones and walkie-talkies, print documents, label luggage and keep fresh produce chilled.
How long does summer camp setup take?: Plan for 2–3 hours of setup, depending on the group size and campsite. Inspect the grounds first, then set up sleeping tents, shade, tables and benches before opening the cooking area.

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