Tent camp checklist: what to arrange and when

A tent camp needs more than tents and sleeping bags. Before arrival, you need a confirmed site, registrations, dietary information, consent forms and a weather check. On setup day, mark out tent spaces first, then build the sleeping and activity areas, cooking station, lighting and registration table. This checklist keeps the work in order, including the small jobs that are easy to leave until the last hour.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Send invitations
Process registrations
Collect dietary requirements
Reserve venue
Collect consent forms
Check the weather forecast
Set up the tent layout
Print the activity program
Do the shopping
2 people
Collect materials
2 people
Sort groceries
2 people
Transport materials
3 people
Inspect the site
2 people
Mark out tent spaces
2 people
Set up tents
5 people
Set up sleeping accommodations
4 people
Set up tables and benches
3 people
Set up cooking area
2 people
Hang lighting
2 people
Set up the registration table
2 people
Chill food and drinks
2 people
Place safety equipment
2 people

Event

Receive participants
4 people
Hand out name stickers
2 people
Explain tent rules
2 people
Guide the tent layout
4 people
Guide the afternoon activity
4 people
Set out drinks
2 people
Refill drinks
2 people
Prepare dinner
3 people
Serve dinner
4 people
Support the evening activity
4 people
Facilitate the campfire
3 people
Serve evening snack
2 people
Give night instructions
2 people
Conduct overnight supervision
2 people
Prepare breakfast
3 people
Serve breakfast
4 people

Aftercare

Take down tents
5 people
Clean materials
3 people
Collect waste
3 people
Check out participants
2 people
Leave the site clean
3 people
Return materials
2 people
Let the tents dry
2 people
Store the tents
2 people

What to bring

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

Furniture

Sleeping tentsqty 10
Foldable tablesqty 6
Folding benchesqty 6
Folding chairsqty 12
Party tentqty 2

Outdoor

Sleeping matsqty 35
Sleeping bagsqty 35
Cushionsqty 35
Ground tarpsqty 10
Tarpaulinsqty 6
Herringqty 100
Malletsqty 6
Guy ropesqty 20
Picnic blanketqty 6

Tableware

Reusable platesqty 40
Reusable cupsqty 50
Mugsqty 40
Cutlery setsqty 40
Serving bowlsqty 8
Thermos flasksqty 4

Kitchen

Gas stovesqty 2
Gas cylindersqty 2
Cooking potsqty 3
Cutting boardsqty 3
Kitchen knivesqty 4
Serving spoonsqty 4
Coolersqty 4

Equipment

Extension cordsqty 4

Lighting

LED lampsqty 12
Flashlightsqty 8

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Reflective vestsqty 6
Whistlesqty 4

Decorations

Buntingqty 6
Name stickersqty 40

Cleaning

Waste binsqty 4
Bucketsqty 4
Broomsqty 3
Dustpan and brushqty 3

Catering

Groceries

Tips

Close registrations early enough to plan sleeping spaces and food. Collect dietary requirements and consent forms before shopping, then print the final participant list for the registration table.
Inspect the site before bringing equipment in. Check the ground, access route and tent positions, and mark each tent space so setup does not turn into guesswork.
Set up sleeping areas before the activity and dining areas. Put down ground tarps, assemble tents, add sleeping mats and sleeping bags, and keep spare tarpaulins ready if the forecast changes.
Build the cooking area with a clear separation between gas cylinders, stoves and seating. Chill food and drinks in coolers, and place reusable plates, cups, mugs and cutlery where participants can find them quickly.
Test lighting before it gets dark. Hang LED lamps, check extension cords and place flashlights where people sleep and near the cooking area; also put safety equipment in a visible, agreed location.

Frequently asked questions

How early should I send invitations for a tent camp?: Send invitations at least 4 to 6 weeks before the camp. Set a registration deadline about 2 weeks before arrival so you can confirm sleeping spaces, dietary requirements, consent forms and food quantities.
When should tents be set up for a tent camp?: Set up tents on the day before arrival when possible, or start at least 4 hours before participants arrive. Mark the spaces first, then pitch the sleeping tents and set up sleeping accommodations before tables, benches and activities.
How much food and drink should I buy for a tent camp?: Base the shopping list on the confirmed participant count and the full number of meals. For drinks, plan roughly 2 to 3 servings per person for the first hour of arrival, then add water and meal drinks according to the camp schedule.
What should I check on the day before a tent camp?: Check the weather forecast, site access, tent layout and equipment at least 24 hours beforehand. Confirm that tents, ground tarps, guy ropes, cooking equipment, lighting, coolers and safety equipment are all available before transport.

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.