The difference between a group trip that runs smoothly and one that doesn't usually comes down to one factor: whether someone actually did the coordination work. This checklist is that work, organized into the three phases every group trip goes through.
Phase 1: Pre-Trip (2–4 Weeks Out)
Logistics & Booking
- Campsite reserved — confirm site number, check-in time, cancellation policy
- Reservation confirmation shared with all attendees (email or AATW Trip page)
- Driving directions to campground downloaded offline
- Site capacity confirmed — number of tents, vehicles, people allowed
- Fire restrictions checked for the area and dates (campstatus.us or local ranger station)
- Firewood purchase plan — buy local, don't transport (invasive pests)
- Park/campground entry fee confirmed — America the Beautiful pass accepted?
- Permits required? (Some NPS sites require day-use or campfire permits)
People & Roles
- Final headcount confirmed — names and arrival times
- Dietary restrictions collected — allergies, vegetarian/vegan, specific needs
- Emergency contacts for all participants collected
- Medical info collected — known allergies, medications, conditions relevant to trip
- Role assignments:
- Meal lead — plans menu, coordinates grocery run
- Gear lead — manages group gear (first aid, stove, lanterns, tarps)
- Campfire lead — manages fire building, safety, extinguishing
- Navigation lead — downloaded offline maps, knows the area
Gear (Shared Group Items)
- First aid kit — stocked and checked
- Water filtration (group filter or tablets if no potable water)
- Camp stove + fuel (enough for group size × days)
- Cooler(s) with ice — separate drink and food coolers
- Lanterns and batteries
- Tarp(s) for shade/rain coverage
- Trash bags (minimum 2 large)
- Bear storage solution confirmed — bear boxes on site, bear canisters, or hang plan
Meals & Food
- Meal plan written out — breakfast/lunch/dinner for each day
- Grocery list finalized and shopping done (or assigned)
- Cost split communicated — use AATW Cost Pool or confirm Venmo split
- Snacks and trail food assigned
- Water source at site confirmed — potable tap, creek filter, bring your own
Phase 2: At Camp (Day 1)
Site Setup
- Vehicle traffic managed — unload, then move cars to parking
- Tent zones designated — keep tents together, cooking area separate
- Kitchen setup: stove downwind, trash bag hung or in container
- Water source located and treatment plan confirmed
- Bear box or food hang established before first meal
- Bathroom locations identified (facilities or cathole protocol briefed)
- Campfire area cleared — inspect ring for old ash depth, clear 10-ft radius of debris
Safety Brief (do this once, on arrival)
- Meeting point if anyone gets separated
- Nearest hospital/urgent care location shared
- Emergency communication plan (cell coverage? Satellite communicator?)
- Weather check — any approaching storms in 72-hour forecast
- Wildlife briefing — bears, snakes, or other relevant local fauna
- Fire restriction reminder — current conditions reviewed
Daily Camp Operations
- Food stored every night before sleep (car, bear box, or hang)
- Fire fully extinguished every night — cold to the touch, not just flames out
- Water supply managed — filter/treat as needed, track consumption
- Trash consolidated nightly — one maintained bag, not scattered
Phase 3: Post-Trip (Departure Morning)
LNT Sweep
- Full site walkthrough — collect all items, micro-trash, food scraps
- Fire pit: fully cold, scatter any surplus ash, leave no charcoal piles
- Cat holes or waste buried at appropriate depth and distance (200 ft from water)
- Fire ring left cleaner than you found it
- No food scraps at the kitchen area — pack out every wrapper, crumb, orange peel
- Tent areas checked for stakes, guylines, small gear items
Checkout
- Checkout time confirmed (typically 12pm — check reservation)
- Site registration tag returned if applicable
- Ranger station notified of any hazardous conditions observed
- All vehicles accounted for — convoy or confirm everyone self-navigating out
Shared Cost Close-Out
- Shared costs tallied — gas, food, firewood, ice, site fee
- Cost split finalized and sent via AATW Cost Pool or Venmo/Zelle
AATW Tip: Save this list to your trip in the AATW Trip Planner so everyone can see the plan and status in real time. Assign checklist tasks directly to trip members to distribute the coordination load.