Volunteer camp checklist: what to arrange and when

A volunteer camp needs more than tents and a programme. Before people arrive, you need confirmed registrations, dietary and emergency details, a campsite layout, transport for materials, sleeping arrangements and a workable cooking area. Plan the practical decisions first, then prepare food, equipment and activities. On arrival day, check access and the grounds before setting up tents, tables, lighting and serving areas. This checklist gives you a clear order for organising the camp.

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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

Create the participant list
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Collect emergency contacts
2 people
Send participant information
2 people
Reserve campsite
Reserve restroom facilities
Arrange transport of materials
2 people
Create the campsite layout
2 people
Prepare the program and activities
3 people
Check game materials
2 people
Check tent materials
3 people
Make a shopping list
2 people
Do the shopping
3 people
Store food chilled
2 people
Bring materials to the venue
4 people
Check the grounds and access
2 people
Set up the tents
6 people
Set up sleeping accommodations
4 people
Set up tables and chairs
4 people
Set up kitchen and serving area
3 people
Hang lighting
2 people

Event

Receive participants
3 people
Register attendance
2 people
Explain the house rules and program
2 people
Facilitate icebreaker activity
3 people
Prepare evening meal
4 people
Serve dinner
3 people
Refill drinks
2 people
Support the evening activity
4 people
Carry out evening round
2 people
Prepare breakfast
4 people
Serve breakfast
3 people
Support a day activity
5 people
Prepare and serve lunch
4 people
Coordinate volunteering
5 people
Prepare and serve dinner
5 people
Lead the campfire evening
4 people
Wash dishes
3 people
Collect waste
2 people
Prepare breakfast and lunch
4 people
Check departure and materials
3 people

Aftercare

Take down tents
6 people
Leave the site clean
5 people
Clean the kitchen
3 people
Load materials
4 people
Return materials
3 people
Return borrowed items
2 people
Process leftover food
2 people
Collect expense claims and receipts
Send thank-you message
2 people

What to bring

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

Furniture

Camping tentsqty 12
Party tentsqty 2
Tablesqty 8
Folding chairsqty 40
Picnic benchesqty 4

Camping

Sleeping matsqty 30
Sleeping bagsqty 30
Cushionsqty 30
Flashlightsqty 15
Barrier tapeqty 2

Tableware

Reusable platesqty 40
Reusable bowlsqty 40
Reusable cupsqty 50
Cutlery setsqty 40
Serving spoonsqty 6

Kitchen

Gas burnersqty 4
Large cooking potsqty 4
Coolersqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 4
Thermos flasksqty 4

Equipment

Extension cordsqty 4
Power stripsqty 4

Lighting

LED lampsqty 8
String lightsqty 4

Sports equipment

Footballsqty 3
Frisbeesqty 4
Tug-of-war ropesqty 2
Conesqty 20
Skipping ropesqty 10

Decorations

Welcome sign
Name badgesqty 40
Pensqty 20

Cleaning

Waste binsqty 6
Bucketsqty 4
Dish brushesqty 4
Hand broomsqty 3

Safety

First aid kitsqty 2
Fire extinguishersqty 2

Catering

Groceries

Tips

Close registrations early enough to confirm the final participant list, dietary requirements and emergency contacts. Send the participant information at least 7 days before arrival so everyone knows what to bring and where to go.
Reserve the campsite and restroom facilities before arranging the programme. Allow at least 2 weeks to confirm access times, sleeping areas, cooking space and any site restrictions.
Create the campsite layout before materials are transported. Mark locations for tents, tables, chairs, kitchen equipment, lighting, activities and access routes so setup does not turn into guesswork.
Check food storage and cooking equipment before shopping. Count reusable plates, bowls, cups and cutlery, and make sure coolers, gas burners, large pots, cutting boards and knives are ready before buying ingredients.
Keep setup and registration separate on arrival day. Aim to finish the main tents, sleeping accommodations, kitchen area and lighting before participants arrive, then use the attendance list to register people as they come in.

Frequently asked questions

How far in advance should I organise a volunteer camp?: Start at least 6 to 8 weeks before the camp. Use the first weeks for the participant list, campsite and restroom reservations, transport and the programme; confirm final numbers and dietary details about 2 weeks before arrival.
When should I send volunteer camp invitations?: Send invitations as soon as the dates, campsite and basic programme are confirmed, preferably 4 to 6 weeks ahead. Set a registration deadline about 2 weeks before the camp so you can plan food, sleeping spaces and transport.
How many tents and sleeping places do I need?: Plan one sleeping place for every registered participant, plus at least 5% spare capacity where possible. Confirm the final count 7 to 10 days before arrival and match it with tents, sleeping mats, sleeping bags and cushions.
What should be ready before volunteers arrive?: Have the campsite access checked and the main tents, sleeping area, tables, chairs, kitchen and lighting set up before the arrival window begins. Keep the attendance list, participant information and emergency contacts together so registration takes no more than a few minutes per person.

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