Surf camp checklist: organise it in the right order

A surf camp combines outdoor activities, camping, transport and participant care, so small omissions can cause delays on the first day. Start with registrations and medical information, then secure the surf lesson, campsite, equipment and transport. In the final week, prepare the schedule, sleeping layout, meals and participant information. Use the checklist to keep safety items, boards, wetsuits and camping supplies ready before the group arrives.

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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

Invite participants
Send registration form
Process registrations
Check contact details
Collect dietary requirements
Collect medical information
Inform parents
Book a surf lesson
Reserve a campsite
Confirm equipment rental
Arrange transport
Print participant list
Create the room and tent layout
2 people
Create the day schedule
2 people
Check the weather forecast
Send participant letter
Print surf rules
Check surfboards
2 people
Sort wetsuits
2 people
Do the shopping
3 people
Fill coolers
2 people
Prepare meals
4 people
Check camping equipment
2 people
Load transport
3 people

Event

Inspect the arrival location
2 people
Receive participants
3 people
Register attendance
2 people
Set up the tents
6 people
Distribute luggage
2 people
Serve welcome drinks
2 people
Give safety instructions
2 people
Hand out wetsuits
3 people
Assist with the first surf lesson
4 people
Rinse off surfboards
3 people
Serve dinner
4 people
Refill drinks
2 people
Support the evening program
2 people
Guard silence and rest at night
2 people
Prepare breakfast
3 people
Serve breakfast
3 people
Lead the morning training session
4 people
Hand out lunch packs
2 people
Supervise the lunch break
2 people
Lead the afternoon training session
4 people
Let wetsuits dry
2 people
Hand out fruit and snacks
2 people
Prepare dinner
4 people
Serve dinner
4 people
Watch surf videos
2 people
Supervise the evening game
2 people
Prepare breakfast and lunch
3 people
Guide the final surf lesson
4 people
Hand out certificates
2 people
Take down tents
6 people
Gather surf equipment
4 people
Load luggage
3 people
Register departure
2 people

Aftercare

Collect waste
3 people
Clean the campsite
4 people
Clean surfboards
3 people
Cleaning and drying wetsuits
3 people
Return rental equipment
2 people
Clear away camping equipment
3 people
Wash dishes
3 people
Clean coolers
2 people
Check leftovers
2 people
Collect lost and found items
Share participant photos
Send thank-you message

What to bring

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

Sports equipment

Surfboardsqty 20
Surfboard leashesqty 20
Wetsuitsqty 20
Water shoesqty 20
Rash guardsqty 20
Paddlesqty 4
Waterproof whistlesqty 6
Beach ballsqty 4
Beach volleyballsqty 2
Conesqty 12
Stopwatchesqty 4

Safety

Life ringsqty 2
First aid kitsqty 2
Emergency blanketsqty 10
Flashlightsqty 6
Reflective vestsqty 6

Camping

Tentsqty 10
Sleeping bagsqty 20
Sleeping matsqty 20
Cushionsqty 20
Picnic blanketsqty 6

Furniture

Foldable tablesqty 6
Folding chairsqty 30
Party tentsqty 2

Catering

Coolersqty 6
Thermos bottlesqty 6
Groceries

Tableware

Reusable cupsqty 30
Reusable platesqty 30
Cutlery setsqty 30
Cutting boardsqty 4
Kitchen knivesqty 4

Kitchen

Gas burnersqty 2
Cooking potsqty 4
Frying pansqty 2
Serving spoonsqty 6
Kettlesqty 2

Equipment

Bluetooth speakersqty 2
Power banksqty 6
Extension cordsqty 4
Power stripsqty 4
Megaphone

Lighting

String lightsqty 4
Headlampsqty 10

Decorations

Program postersqty 6
Name stickersqty 30
Waterproof markersqty 12

Cleaning

Waste binsqty 4

Tips

Collect dietary requirements, medical information and emergency contact details before you confirm the participant list. Send the registration form early enough to follow up with anyone who has not replied.
Book the surf lesson and campsite before arranging the daily schedule. Keep the lesson time flexible until you have checked the forecast and confirmed transport times.
Check every wetsuit, surfboard and leash before loading. Add a simple count per participant so missing or damaged equipment is found before you reach the beach.
Prepare the sleeping layout and day schedule at least 3 days before departure. Share the participant letter with arrival details, surf rules, packing information and key contact numbers.
Pack safety and camp supplies separately from activity gear. Keep first aid kits, life rings, whistles, flashlights and emergency blankets accessible rather than buried under tents and coolers.

Frequently asked questions

How far in advance should I organise a surf camp?: Start registrations and campsite planning at least 6 to 8 weeks before the camp. Confirm the surf lesson, equipment rental and transport once you know the expected group size.
What information should a surf camp registration form collect?: Collect contact details, dietary requirements, medical information and emergency contacts for every participant. Set a registration deadline at least 3 weeks before departure so you have time to resolve missing details.
When should I check the surf camp weather forecast?: Check the forecast 7 days before the start and again the day before departure. Use the final check to confirm the schedule, clothing guidance, meals and transport timing.
How early should surf camp equipment be packed?: Sort boards, leashes, wetsuits and water shoes at least 2 days before departure. Load transport after the final equipment and safety check, preferably the evening before or early on departure day.

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