Winter camp checklist: what to arrange and when

A winter camp needs more than a programme and warm sleeping bags. Start by confirming the date, venue and reservation, then collect registrations, dietary requirements, consent forms and emergency contacts. In the final week, settle transport, room assignments, activities and participant information. Before departure, check the route and forecast, shop for fresh food, charge communication devices and prepare sleeping spaces so the camp can start without last-minute searching.

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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
Compile program
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Check contact details
2 people
Collect consent forms
2 people
Compile emergency contacts
2 people
Confirm reservation
Arrange transport
Assign escorts
2 people
Assign rooms and sleeping places
2 people
Prepare activities
3 people
Check the route and weather forecast
Send participant information
2 people
Check the shopping list
2 people
Do the shopping
3 people
Pack non-perishable stock
2 people
Pick up chilled products
2 people
Collect game materials
2 people
Check the first aid kit
Charge communication devices
Label luggage
2 people
Ventilate the rooms
2 people
Prepare sleeping spaces
4 people
Set up tables and chairs
4 people
Set up the kitchen
3 people
Hang up decorations
3 people
Set up activity stations
4 people
Chill drinks
2 people
Prepare lunch
3 people
Set up the reception table
2 people

Event

Register attendance
2 people
Bring luggage to rooms
4 people
Serve welcome drinks
2 people
Explain the house rules and program
2 people
Announce group assignments
2 people
Assist the winter game
6 people
Refill drinks
2 people
Prepare evening meal
4 people
Serve dinner
4 people
Clear away dishes
3 people
Support the evening activity
5 people
Serve hot chocolate
2 people
Do the bedtime round
4 people
Prepare breakfast
4 people
Serve breakfast
4 people
Guide the morning program
5 people
Prepare lunch package
3 people
Supervise outdoor activity
6 people
Let wet clothes dry
2 people
Prepare dinner
4 people
Serve dinner
4 people
Lead the campfire evening
5 people
Check sleeping areas
3 people
Provide the final breakfast
4 people
Gather luggage
4 people
Lead the closing game
5 people
Register departure
2 people

Aftercare

Tidy the bedrooms
4 people
Clean the kitchen
4 people
Clean the restrooms
3 people
Collect waste
3 people
Leave rooms clean
4 people
Inventory materials
2 people
Dry and store materials
3 people
Return borrowed materials
2 people
Store leftover food
2 people
Register lost and found items
Inform parents about items

What to bring

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

Furniture

Tablesqty 8
Chairsqty 40
Coat racksqty 6
Storage cratesqty 12

Sleeping gear

Sleeping matsqty 36
Sleeping bagsqty 36
Cushionsqty 36
Blanketsqty 12

Tableware

Platesqty 40
Bowlsqty 40
Mugsqty 40
Drinking glassesqty 40
Cutlery setsqty 40

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving spoonsqty 6
Pansqty 4
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4

Equipment

Extension cordsqty 4
Power stripsqty 4
Portable speakersqty 2

Lighting

LED lanternsqty 8
Flashlightsqty 12

Decorations

Buntingqty 8
Tableclothsqty 8

Sports equipment

Footballsqty 3
frisbeesqty 3
Conesqty 24
Tug-of-war ropesqty 2
Game cardsqty 6
Board gamesqty 8

Safety

First aid kitsqty 2
Reflective vestsqty 12
Whistlesqty 6

Cleaning

Bucketsqty 4
Cleaning clothsqty 20
Dish brushesqty 4
Dustpans and brushesqty 3

Catering

Groceries

Tips

Set a registration deadline at least 14 days before departure. Use the final list to check contact details, dietary requirements, consent forms and room assignments instead of relying on informal messages.
Plan transport after registrations close, not before. Assign escorts and keep the final passenger list with the emergency contacts and participant information.
Do the main shopping 2–3 days before camp, then collect chilled products on the day before departure. Pack non-perishable stock separately from coolers and food that needs refrigeration.
Check the route and weather forecast 24 hours before leaving and again on departure morning. Winter conditions can change travel time, so share the final route and departure details with participants.
Prepare sleeping spaces before the group arrives: place sleeping mats, sleeping bags, cushions and blankets, then ventilate the rooms. Charge communication devices and check the first aid kit before loading equipment.

Frequently asked questions

How far in advance should I organise a winter camp?: Start at least 6–8 weeks ahead if you need accommodation, transport and participant registrations. Set the registration and dietary-requirement deadline about 14 days before departure.
What should I check the day before a winter camp?: Confirm the reservation, route, weather forecast, transport and room assignments. Collect chilled products, pack non-perishable stock, charge communication devices and send any final participant information.
How many sleeping bags and mats do I need for a winter camp?: Prepare one sleeping mat and one sleeping bag for every participant and organiser who stays overnight. Add one spare set if your storage and budget allow, especially when damp conditions are likely.
When should I assign rooms and sleeping places?: Make the first room plan as soon as registrations close, usually 10–14 days before camp. Recheck it after collecting consent forms, dietary requirements and any accessibility or supervision information.

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.