Survival weekend checklist: what to arrange and when

A survival weekend needs more than tents and outdoor activities. You need a confirmed site, a complete participant list, emergency details, transport, food, route information and a clear safety plan. Start with the booking and registration tasks, then move to equipment, shopping and packing. On arrival, allow time to mark the site, set up sleeping and cooking areas, brief everyone and assign groups before the first activity begins.

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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
Make a venue reservation
Send invitations
2 people
Process registrations
Keep track of the participant list
Collect dietary requirements
Collect emergency contacts
Arrange transport and carpools
2 people
Check the weather forecast
Send final information
Check supplies and equipment
3 people
Do the shopping
3 people
Prepare food
3 people
Fill coolers
2 people
Pack materials
4 people
Print route and map
Prepare first aid and the emergency plan
2 people

Event

Mark the site and assembly point
3 people
Set up tents
6 people
Set up the cooking and dining area
4 people
Receive participants
3 people
Register attendance
2 people
Give safety instructions
2 people
Assign groups and routes
3 people
Hand out survival materials
3 people
Supervise the orienteering tour
6 people
Set up the fire pit safely
3 people
Prepare evening meal
4 people
Serve dinner
4 people
Refill drinks
2 people
Supervise the evening game
4 people
Assign the night watch
2 people
Check the fire and grounds
2 people
Prepare breakfast
4 people
Serve breakfast
3 people
Take down the tents and sleeping areas
6 people
Lead the expedition tour
6 people
Hand out lunch packs
3 people
Clear the lunch area
3 people
Guide the final task
4 people
Check out participants
2 people

Aftercare

Collect waste
4 people
Extinguish the fire pit
2 people
Clean the grounds
5 people
Sort materials
4 people
Wash Tableware and Cookware
3 people
Store materials clean and dry
3 people
Record damaged materials
Return borrowed equipment
2 people
Check and store leftovers
2 people
Send participant message

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 30
Picnic benchesqty 4
Waste binsqty 4

Equipment

Tents for 3 peopleqty 10
Sleeping bagsqty 30
Sleeping matsqty 30
Tarpaulinsqty 8
Flashlightsqty 30
Headlampsqty 30
Spare batteriesqty 60
Power banksqty 6
Compassesqty 10
Walkie-talkiesqty 8
Extension cordsqty 4
Mobile phone chargersqty 6

Sports equipment

Rope rollsqty 8
Carabinersqty 30
Orientation cardsqty 12
Assignment cardsqty 30
Conesqty 20
Capsqty 30
Waterproof notebooksqty 12
Pencilsqty 30
Plastic whistlesqty 12

Kitchen

Gas burnersqty 4
Gas cylindersqty 8
Cooking potsqty 4
Coolersqty 6
Cutting boardsqty 4
Kitchen knivesqty 6
Serving spoonsqty 6
Water jerry cansqty 8
Thermos flasksqty 6
Lightersqty 8
Matchboxesqty 6

Tableware

Reusable mugsqty 30
Reusable platesqty 30
Reusable cutleryqty 30

Lighting

LED lampsqty 8
String lightsqty 4

Safety

First aid kitsqty 2
Emergency blanketsqty 30
Work glovesqty 12
Safety vestsqty 8
Fire extinguishersqty 2

Cleaning

Washing-up basinsqty 4
Reusable cleaning clothsqty 12
Handwashing stationsqty 2
Broom and dustpanqty 2

Catering

Groceries

Tips

Confirm the location before inviting people, then collect registrations, dietary requirements and emergency contacts in one list. Close registrations early enough to check transport, tent capacity and food quantities.
Check the forecast a few days before departure and send final instructions with the meeting point, route, clothing guidance and arrival time. Print the route and map as a backup rather than relying only on phones.
Pack sleeping equipment by person: a three-person tent, sleeping bag and sleeping mat for each assigned participant, plus tarpaulins, lights, spare batteries and power banks for shared use.
Prepare the cooking area before the group arrives. Count gas burners, gas cylinders, cooking pots, coolers and cutting boards, then fill the coolers and finish food preparation before departure.
Set up the assembly point, tents and dining area before registration starts. Give the safety briefing first, then assign groups and routes and hand out orientation and assignment materials.

Frequently asked questions

How far in advance should I plan a survival weekend?: Reserve the site and confirm the date at least 6 to 8 weeks ahead. Send invitations after the booking is confirmed, and set a registration deadline around 2 weeks before departure.
How many people can sleep in one tent?: The plan uses tents for 3 people, so assign no more than three participants to each tent. Count tents, sleeping bags and sleeping mats from the final participant list before packing.
When should I send the final information?: Send the final information 3 to 5 days before the weekend, after checking the weather forecast. Include the meeting point, transport arrangements, route, what to bring and the emergency contact procedure.
What should happen when participants arrive?: Register attendance first, then give the safety instructions before groups leave for their routes. Mark the assembly point in advance and keep the first-aid and emergency plan accessible throughout the weekend.

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.