Survival Day checklist: what to arrange and when

A survival day needs more than outdoor activities and a good route. You need a confirmed location, a clear participant list, team assignments, marked reference points and equipment that still works when it gets wet. This checklist takes you from invitations and dietary requirements to registration, safety, water stations and catering. Use the timing to avoid last-minute problems such as missing emergency numbers, unchilled drinks or an unsecured ropes course.

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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 date and location
Send invitations
Process registrations
Collect dietary requirements
Finalize the participant list
Send parking information
Check the weather forecast
Set out the activity route
2 people
Mark reference points
2 people
Print survival tasks
Create team assignments
Prepare scorecards
Check materials
2 people
Do the shopping
2 people
Store food chilled
2 people
Check the first aid kit
Print emergency numbers
Set up tables and chairs
3 people
Set up party tents
4 people
Set up the registration table
2 people
Set up activity stations
4 people
Securely cordon off the ropes course
3 people
Install Water Station
2 people
Chill drinks
2 people
Prepare catering
3 people
Prepare soup and bread
2 people
Hang lighting
2 people
Place safety materials
2 people
Check route and assignments
2 people
Instruct team leaders
3 people

Event

Staff the reception desk
2 people
Register participants
2 people
Serve welcome drinks
2 people
Give safety instructions
2 people
Guide teams to stations
4 people
Manage the knot station
2 people
Guide shelter construction
3 people
Supervise the orienteering tour
3 people
Demonstrate water purification
2 people
Lead team assignments
4 people
Collect scorecards
2 people
Refill drinks
2 people
Restock fruit and snacks
2 people
Check the handwashing station
Treat minor injuries
2 people
Prepare a hot meal
3 people
Set up the buffet
3 people
Serve the hot meal
4 people
Restock plates and cutlery
2 people
Empty trash bins
2 people
Support the evening activity
3 people
Announce the winners
Serve farewell drinks
2 people
See participants off
3 people

Aftercare

Store leftovers in the fridge
2 people
Take down tables and chairs
3 people
Take down party tents
4 people
Collect activity materials
4 people
Remove ropes and markers
3 people
Wash dishes
3 people
Clean the venue
4 people
Collect and remove waste
3 people
Let materials dry
2 people
Clean materials
3 people
Return borrowed materials
2 people
Check leftovers
Collect lost property

What to bring

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

Furniture

Party tentqty 2
Folding tableqty 6
Folding chairqty 48
Registration desk
Waste binqty 4

Sports equipment

20-meter ropeqty 6
Short climbing ropeqty 12
Compassqty 12
Topographic mapqty 12
Marker coneqty 24
Vestqty 12
Waterproof task folderqty 12
Wooden poleqty 24
Tarpaulinqty 12
Paracordqty 6
Work gloveqty 48
Waterproof bagqty 12
Plastic bucketqty 8
Water tankqty 2
Tarp clipqty 24
Marking tapeqty 4
Whistleqty 6

Equipment

Portable speaker
Power bankqty 4
Extension cordqty 2

Lighting

LED string lightsqty 4
LED lanternqty 8
Headlampqty 12

Kitchen

Gas burnerqty 2
Large stockpotqty 2
Cool boxqty 4
Cutting boardqty 3
Chef's knifeqty 3
Serving spoonqty 4
Thermosqty 4

Tableware

Reusable plateqty 48
Reusable bowlqty 48
Reusable cutleryqty 48
Reusable drinking glassqty 60

Safety

First aid kitqty 2
Fire extinguisherqty 2
Safety gogglesqty 12
Utility knifeqty 6
Flashlightqty 6

Cleaning

Handwashing stationqty 2
Dishpanqty 3
Dish brushqty 3
Litter pickerqty 2

Catering

Groceries

Tips

Close registrations before you assign teams. Finalise the participant list at least 3 days before the event, then prepare scorecards, task folders and any name or team markings from the confirmed numbers.
Check the route and safety setup before participants arrive. Mark reference points, set out the activity stations and cordon off the ropes course so there is no ambiguity about where teams may go.
Pack for wet conditions, even when the forecast looks dry. Keep survival tasks, maps and other paper materials in waterproof folders or bags, and protect spare equipment from rain and mud.
Plan water separately from catering. Install the water station before activities begin, fill the water tank, and chill drinks early enough that they are ready at registration rather than halfway through the day.
Do a final equipment and emergency check on the morning itself. Test ropes, compasses, whistles, lanterns and the speaker, check the first aid kit, and print emergency numbers where both organisers and the registration desk can reach them.

Frequently asked questions

How far in advance should I organise a survival day?: Confirm the date and location at least 4 to 6 weeks ahead, especially if you need a ropes course, party tents or several activity stations. Send invitations once the location and basic schedule are fixed, then close registrations at least 3 days before the event.
What should I prepare the day before a survival day?: The day before, print the survival tasks and emergency numbers, prepare team assignments and scorecards, check all materials, and do the shopping. Store food chilled and pack waterproof task folders, maps and route-marking materials together so setup is faster.
How much water do I need for a survival day?: Plan at least 2 litres of drinking water per participant for a full outdoor day, plus extra water for handwashing and activity use. Set up and fill the water station before registration opens, and add more if the forecast is warm or the route is strenuous.
When should I set up the survival day activity stations?: Set up tables, chairs, tents, the registration desk and activity stations 2 to 3 hours before participants arrive. Complete route markers, safety cordons and the water station before registration, leaving the final hour for testing equipment and handling unexpected changes.

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.