Trekking camp checklist: what to arrange and when

A trekking camp needs more than a walking route and a set of tents. You need confirmed registrations, medical and dietary information, campsite access, transport, route alternatives and a workable meal plan. This checklist helps you arrange those details in sequence, then prepare the camp and register everyone on arrival. Use the final days for weather checks, equipment inspections and packing food by meal so the group can start safely and without delays.

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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

Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Collect medical information
2 people
Reserve campsite
Map out walking route
2 people
Check the route for accessibility
2 people
Reserve transport to the venue
Send participant information
Check the weather forecast
Prepare alternate route
2 people
Inspect camping equipment
3 people
Charge flashlights and power banks
2 people
Do the shopping
3 people
Pack food by meal
3 people
Prepare participant folders
2 people
Print route maps
Load transport
4 people
Inspect campsite
3 people
Set up the tents
6 people
Set up cooking area
3 people
Set up the registration table
2 people

Event

Receive participants
4 people
Register attendance
2 people
Divide luggage and sleeping places
4 people
Give safety instructions
3 people
Group participants
3 people
Distribute walking equipment
3 people
Start the draw
6 people
Restock water points
2 people
Check groups on arrival
4 people
Prepare snacks
4 people
Cook the evening meal
5 people
Set the tables
3 people
Serve dinner
5 people
Refill drinks
2 people
Collect tableware
3 people
Prepare campfire area
3 people
Facilitate the campfire
4 people
Hand out evening snacks
2 people
Wrap up the evening program
3 people
Guide participants to the tents
6 people
Close off the campsite
3 people

Aftercare

Collect waste
4 people
Wash dishes
3 people
Clean cooking equipment
3 people
Take down tents
6 people
Leave the site clean
5 people
Reload materials
4 people
Return rented materials
2 people
Dry and store equipment
3 people

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 40
Beer table setsqty 4
Waste binsqty 6

Sleeping gear

Two-person tentsqty 15
Sleeping bagsqty 36
Sleeping matsqty 36
Tent hammersqty 6
Ground tarpsqty 15

Sports equipment

Compassqty 8
Route mapsqty 12
Safety vestsqty 12
Walking sticksqty 12
Drink bottlesqty 40
Backpacksqty 36
Rain ponchosqty 40
Whistlesqty 8
First aid kitsqty 3

Equipment

Walkie-talkiesqty 8
Power banksqty 8
Flashlightsqty 12
Extension cordsqty 4
Charging power stripsqty 4

Kitchen

Gas burnersqty 4
Gas cylindersqty 6
Cooking potsqty 6
Coolersqty 6
Cutting boardsqty 6
Paring knivesqty 6
Serving spoonsqty 8
Measuring cupsqty 4

Tableware

Reusable platesqty 45
Reusable bowlsqty 45
Reusable cupsqty 50
Cutlery setsqty 45
Thermos flasksqty 6

Lighting

LED lanternsqty 8
String lightsqty 4

Cleaning

Washing-up basinsqty 4
Dustpans and brushesqty 4
Microfiber clothsqty 12
Hand soap dispensersqty 4

Catering

Groceries

Tips

Collect dietary requirements and medical information before finalising meals or the route. Set a clear deadline at least 7 days before departure so you have time to adjust menus and emergency information.
Check the walking route for accessibility and prepare an alternate route before the weather turns. Print the route maps and keep one copy with each leader, rather than relying only on phones.
Inspect every tent, sleeping bag, sleeping mat, flashlight and power bank at least 3 days before departure. Charge the lighting and backup power after the inspection, then check the charge again when loading transport.
Pack food by meal and label coolers, cooking pots and serving supplies clearly. This prevents the first evening’s food from being buried under breakfast supplies or personal luggage.
Plan the arrival sequence before participants reach the campsite. Set up the registration table first, then register attendance and assign luggage and sleeping places so tents do not become overcrowded or confusing.

Frequently asked questions

How far in advance should I organise a trekking camp?: Start campsite, transport and route planning at least 6 to 8 weeks before departure. Set registration, dietary and medical-information deadlines about 7 days before the trip.
How much food should I pack for a trekking camp?: Plan each main meal for the confirmed number of participants, plus roughly 10% extra portions for delays, larger appetites or damaged supplies. Separate food by meal and keep perishable items in coolers.
What should I check before leaving for a trekking camp?: Check the weather forecast, route access, alternate route, campsite arrangements and transport loading. Inspect tents and cooking equipment, and confirm that flashlights and power banks are charged at least 1 day before departure.
How do I organise participant arrival at the campsite?: Set up the registration table before the group arrives and keep the attendance list, participant folders and route information together. Register everyone first, then divide luggage and sleeping places; allow about 10 minutes per 20 participants.

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