What to buy for a camp welcome party

A camp welcome party needs more than snacks and drinks. Guests arrive outdoors, so your shopping list also has to cover serving equipment, cool storage, lighting and safe access to power. This plan includes the practical items for a buffet, drink station and evening setup, from reusable tableware to extension cords and spare batteries. Check quantities against your guest count before shopping, and buy or borrow anything that is easy to overlook until setup day.

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What to bring

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

Furniture

Party tentqty 2
Tablesqty 8
Chairsqty 70
Buffet tablesqty 3
High tablesqty 4

Tableware

Reusable platesqty 75
Reusable bowlsqty 75
Reusable cupsqty 100
Wine glassesqty 50
Cutlery setsqty 80
Serving spoonsqty 8
Serving traysqty 8

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Small bowlsqty 12
Thermos flasksqty 4
Coffee machinesqty 2
Water jugsqty 6

Equipment

Bluetooth speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Coolersqty 6
Ice cubesqty 12

Lighting

String lightsqty 6
Battery lanternsqty 8
Spare batteriesqty 24

Decorations

Buntingqty 8
Tableclothsqty 8
Flower arrangementsqty 8
Name badgesqty 80
Name stickersqty 80
Markersqty 12
Route signsqty 6

Sports equipment

Kubb set
Frisbeesqty 4
Picnic blanketsqty 8

Cleaning

Waste binsqty 6
Cleaning glovesqty 6
Dish brushesqty 4
Mop setsqty 2
Hand broomsqty 2

Catering

Groceries
- Kaiser rolls - 80 pieces
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Mini wraps - 80 pieces
- Butter - 3 packs
- Hummus - 2 kilograms
- Cream cheese - 1.5 kilograms
- Young cheese - 2 kilograms
- Brie - 1 kilogram
- Smoked chicken breast - 1.5 kilograms
- Back ham - 1,5 kilogram
- Vegetarian slices - 1 kilogram
- Herb cream cheese - 1 kilogram
- Cucumbers - 8 pieces
- Tomatoes - 3 kilograms
- Bell peppers - 12 pieces
- Arugula - 6 bags
- Iceberg lettuce - 4 heads
- Red onions - 1 kilogram
- Carrots - 2 kilogram
- Grapes - 4 kilograms
- Apples - 60 pieces
- Bananas - 40 pieces
- Melons - 4 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salted peanuts - 3 kilogram
- Olives - 2 kilograms
- Cocktail gherkins - 3 jars
- Herb butter - 1 kilogram
- Garlic sauce - 2 bottles
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto sauce - 4 jars
- Olive oil - 2 bottles
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Italian herbs - 2 jars
- Paprika powder - 1 jar
- Potato salad - 5 kilograms
- Pasta salad - 5 kilograms
- Couscous salad - 4 kilograms
- Vegetarian quiche - 6 pieces
- Chicken satay - 5 kilogram
- Vegetarian skewers - 60 pieces
- Hamburger buns - 70 pieces
- Beef burgers - 50 pieces
- Vegetarian burgers - 20 pieces
- Corn on the cob - 30 pieces
- Marshmallows - 3 kilograms
- Cookies - 8 packs
- Brownies - 60
- Fruit cake - 4 pieces
- Vanilla ice cream - 6 liters
- Chocolate sauce - 3 bottles
- Coffee - 4 packs
- Tea - 2 boxes
- Sugar - 2 kilograms
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Tonic - 6 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 48 bottles
- Pilsner - 120 bottles
- Rosé - 12 bottles
- White wine - 12 bottles
- Red wine - 6 bottles
- Lemons - 3 kilogram
- Coins - 8 bunches
- Ice cubes - 20 kilograms
- Paper napkins - 250 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 60 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Plastic storage containers - 20 pieces
- Wooden skewers - 200 pieces
- Cocktail picks - 200 pieces
- Barbecue charcoal - 4 bags
- Firelighters - 2 packs

Tips

Plan at least two to three drinks per person for the first hour, then one drink per person for each additional hour. Include water separately and chill drinks before guests arrive.
Use one reusable plate, bowl, cup and cutlery set per guest, plus about 10% extra for dropped or misplaced items. Count wine glasses separately if wine is being served.
Allow enough cooling capacity for the full drink supply: fill coolers with ice cubes on the day itself and keep a separate cooler available for backup drinks or dietary-sensitive items.
For an evening party, provide lighting at the buffet, drink station, entrances and walking route. Check string lights and battery lanterns before the event and keep spare batteries with the setup supplies.
Check every powered item together before shopping day: Bluetooth speakers, microphone, coffee machines and lighting may need extension cords or power strips. Confirm the campsite has usable outlets and bring enough cable length to avoid walkways.

Frequently asked questions

What do I need to buy for a camp welcome party?: Plan for food and drinks, reusable plates, bowls, cups and cutlery, serving spoons and trays, coolers and ice cubes. For the outdoor setup, add tables, chairs, a party tent, lighting, extension cords, power strips and waste arrangements.
How many drinks should I buy for a camp welcome party?: Budget two to three drinks per person for the first hour, followed by one drink per person for every additional hour. Add extra water for warm weather and keep enough ice to chill the drinks throughout the event.
How much tableware do I need for a camp party?: Count one plate, bowl, cup and cutlery set per guest, then add roughly 10% spare capacity. If 40 people are attending, prepare at least 44 of each reusable item that guests are likely to use.
When should I buy ice and chill the drinks?: Buy ice on the day of the party or no more than 24 hours beforehand if it can stay frozen. Chill drinks several hours before guests arrive, and check the coolers again during setup.

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