Winter camp checklist: plan it in the right order

A winter camp needs more than tents and a route. You also need time to process registrations, collect dietary requirements and consent forms, check weather and fire rules, and test cooking equipment before departure. This checklist puts the work in a practical order, from reserving the campsite to welcoming participants. Use it to avoid late shopping, missing emergency contacts, cold meals and a poorly lit site after sunset.

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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

Reserve campsite
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Collect consent forms
2 people
Check emergency contacts
Develop program and routes
2 people
Check the weather forecast
Check the fire permit
Check material stock
2 people
Test gas cylinders and cookers
2 people
Do the shopping
3 people
Prepare vegetables and bread
3 people
Label meals and dietary options
2 people
Print participant list
Set out activity materials
2 people
Load materials
4 people
Check the site and route in advance
2 people
Set up tables and seating
4 people
Set up tents and windbreaks
5 people
Set up the cooking and serving area
3 people
Hang lighting
2 people
Set up the fire pit safely
3 people
Prepare hot drinks
2 people

Event

Welcome and register participants
3 people
Explain the schedule and safety rules
3 people
Serve hot drinks and cookies
3 people
Lead winter games
5 people
Guide the walking group
4 people
Refill drinks
2 people
Reheat meal
4 people
Serve meal and dietary options
5 people
Clear away dishes and tables in between
3 people
Start the campfire
2 people
Supervise the campfire program
4 people
Serve evening snack
2 people
Fully extinguish the fire
2 people
Ensure participants leave safely
3 people

Aftercare

Take down tents and equipment
5 people
Collect and sort waste
3 people
Wash dishes and cookware
4 people
Leave the site clean and empty
4 people
Dry and store the equipment
3 people
Return borrowed materials
2 people
Return lost property

What to bring

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

Furniture

Tablesqty 5
Folding chairsqty 35
Benchesqty 4
Party tentsqty 2
Windbreaksqty 6

Tableware

Reusable mugsqty 40
Reusable bowlsqty 40
Reusable platesqty 40
Cutlery setsqty 40

Kitchen

Large cooking potsqty 3
Cutting boardsqty 4
Kitchen knivesqty 6
Serving spoonsqty 4
Serving tongsqty 4
Can openersqty 2

Equipment

Outdoor cooking stovesqty 3
Gas cylindersqty 6
Coolersqty 3
Thermos flasksqty 6
Hot water boilersqty 2

Lighting

LED lanternsqty 8
Headlampsqty 35
Spare batteriesqty 40

Safety

Fire extinguishersqty 2
First aid kitsqty 2
Reflective vestsqty 8

Sports equipment

Compassqty 10
Rope tiesqty 6
Marker conesqty 20
Ballsqty 4

Camp equipment

Ground tarpsqty 6
Pioneer polesqty 12
Guy ropesqty 12
Herringqty 40
Firewoodqty 2

Cleaning

Waste binsqty 4
Bucketsqty 3
Broomsqty 2
Hand broomsqty 3
Reusable cleaning clothsqty 12

Catering

Groceries

Tips

Reserve the campsite before sending invitations, then set a clear registration deadline at least 10 to 14 days before the camp. You need the final participant count for food, seating, equipment and emergency records.
Check dietary requirements, consent forms and emergency contacts as soon as registrations arrive. Print the final participant list on the day before departure and keep it accessible during the welcome and registration period.
Check the weather forecast 48 hours before leaving and review the route and site in advance. In winter, allow extra time for shortened daylight, wet ground, windbreak placement and safe access to the cooking and fire areas.
Test every gas cylinder, outdoor cooker, thermos flask and hot water boiler before loading. Prepare vegetables and bread in advance, and label meals and dietary options so serving does not depend on guesswork.
Set up lighting before dusk, not after it. Place LED lanterns around the cooking and serving area, keep headlamps and spare batteries available, and check that fire extinguishers and first aid kits are easy to reach.

Frequently asked questions

How far in advance should I plan a winter camp?: Reserve the campsite and send invitations at least 4 to 6 weeks ahead. Close registrations 10 to 14 days before the camp so you can confirm food, routes, materials and emergency information.
When should I check the weather for a winter camp?: Check the forecast 48 hours before departure and again on the morning of the camp. Use the latest information to confirm the route, clothing guidance, windbreak setup and whether the program needs changes.
How much hot water should I prepare for a winter camp?: Plan roughly 0.5 to 0.75 litres of hot drinks per participant for a half-day camp, depending on the program and temperature. Fill thermos flasks and boilers before participants arrive, with extra hot water available for delays.
When should I set up the fire pit and cooking area?: Set up the cooking area and fire pit before participants arrive, leaving at least 60 minutes for a safety check. Confirm the fire permit first, keep fire extinguishers nearby, and never start cooking while equipment or fuel connections are still being tested.

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