What to bring to a 4x4 camper meet

A 4x4 camper meet needs more than food and a barbecue. You will be managing arrivals, shared meals, vehicle movement and a route away from the campsite, often with limited power and storage. This shopping list covers the practical equipment for registration, cooking, cooling, communication, safety and site marking. Check quantities against your final participant list, then separate items needed on the route from those that can stay at camp.

Organize this event for free with Lizzt

What to bring

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

Furniture

Party tentsqty 2
Buffet tablesqty 4
Registration tablesqty 2
Folding chairsqty 12
Beer table setsqty 8
Waste binsqty 6

Equipment

Barbecuesqty 2
Coolersqty 6
Walkie-talkiesqty 6
Battery chargersqty 4
Extension cordsqty 4
Power stripsqty 4
Portable speaker
Microphone

Tableware

Reusable platesqty 70
Reusable bowlsqty 70
Reusable glassesqty 100
Cutlery setsqty 70
Coffee cupsqty 70

Kitchen

Cutting boardsqty 4
Paring knivesqty 4
Serving spoonsqty 8
Serving plattersqty 12
Cooling racksqty 2

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Traffic conesqty 20
Reflective vestsqty 8
Sleevebandsqty 2

Site equipment

Route signsqty 12
Stakesqty 24
Barrier tapeqty 4

Decorations

Welcome sign
Name badgesqty 70

Lighting

LED string lightsqty 6
LED lampsqty 8

Cleaning

Litter pickersqty 4
Bucketsqty 4
Spongesqty 12
Hand broomsqty 3
Mopsqty 3

Catering

Groceries
- Coffee - 4 packs
- Tea - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 3 liters
- Sugar - 2 kilograms
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Spa Blauw - 8 crates
- Spa Red - 3 crates
- Sinas - 6 bottles
- Apple juice - 6 packs
- Ice cubes - 20 kilograms
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- Red wine - 6 bottles
- White wine - 6 bottles
- Beef burgers - 70 pieces
- Vegetarian burgers - 30 pieces
- Chicken skewers - 60 pieces
- Hamburger buns - 110 pieces
- Garlic baguettes - 12 pieces
- Mixed green salad - 8 kilograms
- Pasta salad - 8 kilograms
- Potato salad - 6 kilogram
- Cherry tomatoes - 4 kilograms
- Cucumbers - 12 pieces
- Bell peppers - 18 pieces
- Red onions - 2 kilograms
- Grated cheese - 2 kilogram
- Bananas - 5 kilograms
- Apples - 5 kilograms
- Grapes - 4 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Peanuts - 4 kilogram
- Ketchup - 4 bottles
- Mayonnaise - 4 jars
- Mustard - 3 jars
- Barbecue sauce - 4 bottles
- Salt - 1 kilogram
- Pepper - 2 jars
- Barbecue seasoning mix - 3 jars
- Olive oil - 2 bottles
- Aluminum foil - 4 rolls
- Barbecue coal - 30 kilograms
- Firelighters - 4 boxes
- Napkins - 8 packs
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Dish soap - 4 bottles
- Dishwasher tablets - 1 box
- All-purpose cleaner - 4 bottles
- Disinfectant wipes - 6 packs
- Rubber gloves - 4 boxes
- Trash bags - 100 pieces

Tips

Plan drinks and chilled food for the full group before arrival; coolers need to be filled when the fresh groceries are collected, not just before the barbecue starts.
Bring reusable plates, bowls, glasses, cups and cutlery for every participant, plus a small reserve. For a group of 30, that means at least 35 of each commonly used item.
Keep route equipment separate from catering supplies. Route signs, traffic cones, reflective vests and sleevebands should be loaded where they can be reached before vehicles leave.
Charge every walkie-talkie before setup and pack the battery chargers with the extension cords and power strips. Test the radios across the campsite and at the route entrance rather than assuming they will reach.
Place first aid kits and fire extinguishers where people can see them before the barbecue and buffet are opened. Keep cutting boards, knives and serving utensils together so food preparation does not delay setup.

Frequently asked questions

What equipment do I need for a 4x4 camper meet?: You need cooling, cooking, communication and site equipment: coolers, barbecues, walkie-talkies, chargers, extension cords, power strips, route signs and traffic cones. Add reflective vests, sleevebands, first aid kits and fire extinguishers before the event.
How many plates and glasses do I need for a camper meet?: Allow one reusable plate, bowl, glass and cutlery set per attendee, plus around 10–15% spare. For 30 people, prepare at least 35 of each item that will be used throughout the meal.
When should I buy food for a 4x4 camper meet?: Order non-perishable groceries several days before the meet and collect fresh groceries on the event day. Fill the coolers as soon as the fresh items arrive so chilled food stays cold during setup.
What should I pack for the 4x4 route itself?: Pack route signs, traffic cones, reflective vests, sleevebands and charged walkie-talkies before vehicles depart. Keep a first aid kit accessible, and check permits and route access before the final participant information is sent.

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.