A practical survival weekend checklist

A survival weekend needs more than tents and outdoor activities. You need a confirmed site, a workable programme, participant information, weather-ready documents, food, cooking equipment and a clear safety setup. Start with registrations and consent forms, then move through supplies, meals and transport before setting up camp. This checklist helps you organise the weekend in the right order, including the details that are often left until the last minute.

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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
2 people
Create the program
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Collect emergency contacts
2 people
Check consent forms
2 people
Confirm venue booking
Check activity permit
Check the weather forecast
Print participant list
Send directions
Check activity materials
2 people
Check first aid supplies
Do the shopping
3 people
Buy chilled goods
2 people
Gather camping gear
3 people
Label the materials
2 people
Prepare meals
3 people
Fill coolers
2 people
Load luggage and equipment
4 people
Prepare weatherproof documents

Event

Inspect the grounds
3 people
Set up the tents
5 people
Set up the camp kitchen
3 people
Set up the food and drink area
3 people
Set up activity stations
4 people
Mark the emergency route
2 people
Set up the check-in desk
2 people
Brief volunteers
3 people
Receive participants
4 people
Take luggage to the tents
4 people
Explain the house rules
2 people
Announce team assignments
2 people
Supervise the orienteering tour
6 people
Distribute water and fruit
2 people
Demonstrate survival techniques
4 people
Prepare a meal
4 people
Set the tables
3 people
Serve dinner
5 people
Refill drinks
2 people
Collect tableware
3 people
Prepare the Campfire
3 people
Supervise the evening game
6 people
Facilitate the campfire
4 people
Serve evening tea
2 people
Conduct a site round
2 people
Schedule night watch
2 people
Prepare breakfast
4 people
Serve breakfast
4 people
Air out the tents
3 people
Lead the morning walk
5 people
Supervise the climbing and scrambling course
6 people
Hand out lunch packs
3 people
Assist with picnic lunch
4 people
Refill the water stations
2 people
Guide the compass activity
5 people
Distribute afternoon drinks
2 people
Lead the closing game
5 people
Check out participants
4 people
Gather luggage
4 people
Take down tents
5 people
Take down the camp kitchen
3 people
Collect waste
3 people
Leave the site clean
4 people
Reload materials
4 people

Aftercare

Unload materials
4 people
Clean camping equipment
3 people
Wash dishes
3 people
Clean coolers
2 people
Take out the trash
2 people
Store supplies
2 people
Return borrowed materials
2 people
Register lost property
Inform parents about found items
Share photos securely

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 36
Picnic benchesqty 6
Party tentsqty 2

Camping

Four-person tentsqty 10
Tent pegsqty 80
Tent hammersqty 4
Sleeping matsqty 36
Sleeping bagsqty 36
Tarpaulinsqty 12
Guy ropesqty 30

Kitchen

Gas burnersqty 4
Gas cylindersqty 6
Cooking potsqty 4
Coolersqty 6
Cutting boardsqty 4
Kitchen knivesqty 6
Serving spoonsqty 6
Water jugsqty 6

Tableware

Reusable cupsqty 40
Reusable platesqty 40
Reusable cutleryqty 40
Thermos flasksqty 6

Equipment

Water boilersqty 2
Handheld megaphonesqty 2
Flashlightsqty 12
Power banksqty 6

Lighting

LED lampsqty 8
String lightsqty 4

Sports equipment

Compassesqty 12
Conesqty 24
Ropesqty 12
Climbing netsqty 2
Hoopsqty 12
Buckets of waterqty 8
Blindfoldsqty 12
Assignment cardsqty 30
Topographic mapsqty 12
Whistlesqty 12
Stopwatchesqty 4

Safety

First aid kitsqty 3
Emergency blanketsqty 12
Reflective vestsqty 12
Tweezersqty 6
Sunscreenqty 6
Mosquito sprayqty 6
Handwashing stationsqty 3
Barrier tapeqty 4

Office

Participant listsqty 6
Pensqty 20
Waterproof markersqty 12
Clipboardsqty 6
Name stickersqty 40
Duct tapeqty 6
Plastic document sleevesqty 40

Cleaning

Washing-up bowlsqty 4
Spongesqty 12
Towelsqty 12
Broom setsqty 3
Dustpan and brushqty 3
Litter pickersqty 4

Catering

Groceries

Tips

Confirm the location, booking and activity permit before sending invitations. Once registrations open, collect dietary requirements, emergency contacts and consent forms rather than chasing them during the weekend.
Check the forecast several days before departure, then prepare weatherproof documents and send directions. Print the participant list and keep a second copy with the person responsible for the group.
Count sleeping equipment by participant: one four-person tent, sleeping mat and sleeping bag per planned sleeping place, plus tent pegs, a hammer, guy ropes and tarpaulins for wet weather.
Plan meals around the camp kitchen, not just the menu. Check gas burners and cylinders, cooking pots, cutting boards, knives, serving spoons, water jugs and coolers before buying chilled goods.
Load equipment in setup order: tents and shelter first, then lighting, cooking gear and food. Keep flashlights, LED lamps, power banks, first aid supplies and weatherproof documents accessible rather than buried in luggage.

Frequently asked questions

How far in advance should I organise a survival weekend?: Confirm the date, location and activity permit at least 6–8 weeks ahead. Send invitations once the programme and main practical details are settled, leaving time to process registrations and collect forms.
When should I check the weather for a survival weekend?: Check the forecast 5–7 days before departure and again on the morning of travel. Use the result to review tarpaulins, tent protection, clothing guidance, meal storage and the site setup plan.
How much camping equipment do I need per person?: Plan one sleeping mat and sleeping bag per participant, with tent capacity covering the full group. Add shared shelter equipment and allow extra tent pegs, guy ropes and lighting in case of wind, darkness or damaged gear.
When should I prepare food and fill the coolers?: Buy non-perishable ingredients and check kitchen equipment 2–3 days before the weekend. Buy chilled goods as close to departure as practical, then fill the coolers immediately before loading them.

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.