Winter camp checklist: what to arrange and when

A winter camp needs more planning than a summer trip because sleeping arrangements, cooking and safety all depend on the weather. Start by confirming the date and campsite, then collect registrations, dietary requirements and emergency contacts before assigning groups and sleeping places. In the final days, check the forecast, shop for food, prepare drinks and ingredients, and print the participant list and route details. Use this checklist to keep the practical work in the right order.

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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
Reserve campsite
Prepare the program and schedule
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Collect emergency contacts
Create participant groups
2 people
Assign sleeping places
2 people
Check the weather forecast
Check stock and materials
2 people
Check the shopping list
Do the shopping
3 people
Chill drinks
2 people
Prepare vegetables and fruit
3 people
Prepare marinades and sauces
2 people
Set up tents and sleeping gear
3 people
Print participant list
Print route and contact details
Check first aid kit

Event

Check the venue for safety
3 people
Set up the tents
6 people
Set up sleeping accommodations
4 people
Set up the campfire area safely
3 people
Set up tables and benches
4 people
Check the lighting and power
2 people
Set up kitchen and cooking area
3 people
Set out tableware and cutlery
2 people
Set up the reception desk
2 people
Brief chaperones
3 people
Receive participants
4 people
Register attendance
2 people
Explain house rules and safety
2 people
Assign sleeping places
3 people
Serve hot drinks
3 people
Lead winter games
5 people
Refill drinks
2 people
Prepare snacks
3 people
Start the campfire
2 people
Lead the campfire activity
4 people
Prepare a hot meal
5 people
Serve dinner
4 people
Collect tableware
2 people
Supervise the evening game
5 people
Serve dessert and tea
3 people
Wrap up the evening program
2 people
Guide participants to the tents
4 people
Extinguish campfire safely
2 people
Carry out the night check
2 people

Aftercare

Prepare breakfast
3 people
Serve breakfast
4 people
Gather sleeping gear
4 people
Take down tents
6 people
Clean the grounds
5 people
Collect and sort waste
3 people
Clean the kitchen
3 people
Wash dishes
3 people
Put furniture back
4 people
Store materials dry
3 people
Return borrowed materials
2 people
Check leftover food
2 people
Take waste to the collection point
2 people
Collect lost items
2 people
Leave the venue tidy
2 people

What to bring

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

Furniture

Tablesqty 6
Beer tablesqty 4
Benchesqty 10
Chairsqty 20
Foldable tablesqty 2
Tableclothsqty 6
Coat racksqty 3

Camping

Tentsqty 10
Sleeping matsqty 40
Sleeping bagsqty 40
Blanketsqty 20
Pillowsqty 40
Garment bagsqty 40
Flashlightsqty 20
Spare batteriesqty 40

Tableware

Platesqty 50
Bowlsqty 50
Mugsqty 50
Drinking glassesqty 50
Cutlery setsqty 50

Kitchen

Large cooking potsqty 3
Frying pansqty 2
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving spoonsqty 6
Measuring cupsqty 3
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Gas stovesqty 3
Gas cylindersqty 4
Lightersqty 4

Catering

Coffee machinesqty 2
Large drink dispensersqty 3

Equipment

Extension cordsqty 4
Power stripsqty 4

Lighting

LED lampsqty 8
String lightsqty 6
Lanternsqty 8

Sports equipment

Conesqty 20
Ropesqty 6
Balloon gamesqty 30
Ballsqty 6
Game cardsqty 4

Decorations

Pennantsqty 6
Name badgesqty 50
Markersqty 12

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Fire blanketsqty 2
Buckets of waterqty 4

Cleaning

Waste binsqty 6
Hand brushes and dustpanqty 3
Bucketsqty 4
Litter pickersqty 3

Groceries

Groceries

Tips

Confirm the campsite and location before sending invitations. Ask for registrations early enough to assign groups, sleeping places and meal quantities without last-minute changes.
Collect dietary requirements and emergency contacts with each registration. Keep the final participant list printed, rather than relying only on a phone in cold or wet conditions.
Check the weather forecast again during the final 48 hours. Use it to review tents, sleeping bags, blankets, lighting, spare batteries and the safety of the campfire area.
Do the food shopping after registrations are processed. Chill drinks in advance, prepare vegetables, fruit, marinades and sauces, and check that cooking equipment works before departure.
Set up tents, sleeping accommodations, tables, benches and the campfire area before participants arrive. Keep the first aid kit, route details and emergency contacts in one clearly marked place.

Frequently asked questions

How far in advance should I book a winter camp campsite?: Book the campsite as soon as the date is confirmed, ideally at least 6 to 8 weeks before the camp. This gives you time to confirm capacity, sleeping arrangements and any site rules for fires or cooking.
When should I send winter camp invitations?: Send invitations about 4 to 6 weeks before the event and set a registration deadline at least 2 weeks before departure. You need the final numbers for groups, sleeping places, food and drinks.
When should I check the weather for a winter camp?: Check the forecast once during the planning week and again 48 hours before arrival. Make the final decision about clothing, sleeping gear, tents and outdoor activities using the latest forecast.
How do I prepare sleeping places for a winter camp?: Assign sleeping places after registrations close, then check that every participant has a tent space, sleeping mat, sleeping bag and enough warm bedding. Finish setting up the sleeping areas before the group arrives.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.