Summer camp checklist: what to arrange and when

A summer camp runs smoothly when practical decisions are made before participants arrive. Start by confirming the campsite, opening registration and collecting dietary and emergency information. Then organise transport, meals, activities and sleeping arrangements before checking every tent, cooker, cooler and serving item. This checklist also covers the final setup, from the registration table and waste bins to tables, chairs and sleeping areas, so the first evening does not become a scramble.

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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

Confirm the campsite
Invite participants
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Check contact details
2 people
Compile emergency contacts
2 people
Sending camp rules
Arrange transport
Plan meals
2 people
Processing allergies
2 people
Create activity schedule
3 people
Check game materials
2 people
Make the sleeping arrangements
2 people
Assign escorts
2 people
Make a shopping list
2 people
Inventory camping gear
2 people
Confirm reservations
Collect tents and equipment
3 people
Do the shopping
3 people
Fill coolers
2 people
Set up the registration table
2 people
Set up tents
6 people
Set up sleeping accommodations
4 people
Set up tables and chairs
4 people
Set up the kitchen
3 people
Decorating the dining hall
3 people

Event

Receive participants
4 people
Register attendance
2 people
Take luggage to the tents
4 people
Explain camp rules
3 people
Give a site tour
3 people
Lead the introduction game
4 people
Prepare evening meal
4 people
Serve dinner
4 people
Refill drinks
2 people
Supervise the evening game
5 people
Supervise evening rest
3 people
Prepare breakfast
3 people
Serve breakfast
4 people
Explain the daily schedule
2 people
Lead morning games
5 people
Prepare lunch
3 people
Serve lunch
4 people
Guide sports activities
5 people
Hand out fruit and drinks
2 people
Support the evening program
5 people
Lead the end-of-day wrap-up
3 people
Arrange breakfast and lunch
5 people
Set up the treasure hunt
4 people
Guide the scavenger hunt
6 people
Lead a creative workshop
4 people
Supervise the swim session
6 people
Prepare barbecue
5 people
Serve barbecue
5 people
Lead the campfire evening
4 people
Carry out the rain schedule
4 people
Arrange lunch and breaks
4 people
Supervise team tournament
6 people
Organize the camp quiz
3 people
Guiding the photo evening
3 people
Serve final breakfast
4 people
Gather luggage
4 people
Supervise the closing activity
5 people
Serve lunch
4 people
Check out participants
3 people

Aftercare

Take down tents
6 people
Clean up the venue
5 people
Wash dishes
3 people
Separate waste
3 people
Clean the kitchen
3 people
Sort materials
3 people
Return borrowed equipment
2 people
Register lost property
Inform parents about found items
Check the final bill
Send participants' photos

What to bring

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

Furniture

Camping chairsqty 12
Foldable tablesqty 6
Picnic tablesqty 8
Beer tablesqty 4
Waste binsqty 6

Camping

Tentsqty 12
Air mattressesqty 30
Sleeping bagsqty 30
Sleeping matsqty 30
Cushionsqty 30
Ground tarpsqty 12
Herringqty 120
Tent hammersqty 6
Tarpaulinsqty 4

Tableware

Reusable cupsqty 40
Platesqty 40
Soup bowlsqty 40
Cutlery setsqty 40
Serving plattersqty 12
Pitchersqty 6

Kitchen

Gas burnersqty 4
Gas cylindersqty 4
Large cooking potsqty 6
Frying pansqty 4
Cutting boardsqty 6
Chef's knifeqty 6
Serving spoonsqty 8
Colandersqty 4
Measuring cupsqty 4
Coolersqty 6
Kettlesqty 3
Thermos flasksqty 5
Barbecuesqty 3
Pliersqty 6

Sports equipment

Footballsqty 6
Volleyballqty 3
Basketballsqty 3
Frisbeesqty 8
Tug-of-war ropesqty 2
Conesqty 30
Relay batonsqty 12
Skipping ropesqty 12
Water gunsqty 20

Game materials

Board gamesqty 10
Scavenger hunt signsqty 20
Flashlightsqty 20
Card gamesqty 8
Quiz buzzersqty 4
Writing boardsqty 6
Colored pencilsqty 12
Markersqty 12
Craft paperqty 10

Decorations

Buntingqty 8
Name stickersqty 40
Chalkboardsqty 4

Lighting

String lightsqty 6
Battery lanternsqty 10

Equipment

Portable speakersqty 2
Power banksqty 6
Extension cordsqty 4

Safety

First aid kitsqty 2
Pocket whistlesqty 12
Reflective vestsqty 12

Cleaning

Bucketsqty 6
Cleaning clothsqty 20
Washing-up tubsqty 4
Broom setsqty 4
Litter pickersqty 4

Catering

Groceries

Tips

Set a registration deadline at least 10 days before camp starts. Use the final list to check contact details, dietary requirements, allergies and emergency contacts before assigning transport or sleeping arrangements.
Finish the meal plan and shopping list at least 5 days ahead. Count meals and snacks for the full stay, then check that you have enough coolers, gas cylinders, large cooking pots, serving spoons and reusable cups.
Inventory camping gear 3 to 5 days before departure, not on arrival. Count tents, sleeping bags, air mattresses, sleeping mats, ground tarps, tent hammers and tarpaulins against the number of participants.
Send the camp rules and travel details at least 7 days before the start. Include meeting times, what participants must bring, sleeping arrangements and the contact procedure for delays or emergencies.
Reserve 2 to 3 hours before participants arrive for setup. Put up the tents, prepare sleeping accommodations, arrange tables and chairs, set out waste bins and place the registration table where everyone can find it.

Frequently asked questions

How far in advance should I organise a summer camp?: Begin at least 6 to 8 weeks before camp, starting with the campsite, dates and participant invitations. Set the registration deadline around 10 days before departure so transport, meals and sleeping arrangements can be finalised.
When should I collect dietary requirements for summer camp?: Collect dietary requirements and allergy information during registration, then confirm them 7 to 10 days before camp. Give the final list to the people planning meals and shopping, and keep it with the emergency contacts.
How much time do I need to set up a summer camp?: Allow 2 to 3 hours before participants arrive for tents, sleeping areas, tables, chairs, the registration table and waste bins. Add another 30 minutes if equipment still needs to be collected or checked on site.
What camping equipment should I check before summer camp?: Check tents, air mattresses, sleeping bags, sleeping mats, cushions, ground tarps, tent hammers and tarpaulins 3 to 5 days before departure. Also test gas burners, inspect gas cylinders and count the cooking and serving equipment needed for every meal.

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.