Camper meet-up shopping list
A camper meet-up needs more than food and drinks. You also need practical gear for shared meals, coffee, power, lighting, registration and changing weather. Use the list on this page to check what must be bought, packed or reserved before people arrive. Plan quantities from the number of campers, then add a small buffer for cups, plates, seating and chilled drinks. Items such as cool boxes, extension leads and name tags are easy to overlook until setup has already started.
The full checklist for this plan is being updated. The tips and answers below still apply.
Tips
- Plan two to three drinks per person for the first hour, then about one drink per person per hour. Keep extra water available, especially if the barbecue or warm weather will keep people outside.
- Allow one reusable plate, bowl, cup and cutlery set per guest, plus roughly 10% extra. Shared meals create more washing-up than expected, so count serving spoons and platters separately.
- Provide seating for every attendee and enough table space for the buffet. Check the campsite’s layout before arrival so tents, folding tables and chairs do not block routes or access to power points.
- Bring at least one suitable extension lead and power strip for each powered area, and test coffee makers, kettles, speakers and lighting before guests arrive. Campsite sockets may be limited or too far from the meeting area.
- Prepare name tags and printed attendee information before setup, not at the registration table. Keep barbecue tools, chopping boards, a chef’s knife and cool boxes together so food preparation does not depend on last-minute searching.
Frequently asked questions
- How much food and drink do I need for a camper meet-up?
- For drinks, plan two to three per person during the first hour and about one per person for each additional hour, including non-alcoholic options. For food, use the confirmed attendee count and add around 10% for unexpected guests or larger portions.
- How many plates, cups and cutlery sets should I bring?
- Bring one complete reusable place setting per guest, plus at least 10% spare. For 30 attendees, that means 33 plates, bowls, cups and cutlery sets, with extra serving utensils for the buffet.
- How early should I buy supplies for a camper meet-up?
- Buy durable serving gear, lighting, power equipment and name tags at least 1 week ahead. Purchase fresh food and ice shortly before departure, and check the weather and campsite arrangements again 24 to 48 hours before the meet-up.
- How many seats and tables do I need for a camper meet-up?
- Plan one seat per attendee and enough table surface for food, drinks and shared equipment. For 30 people, prepare at least 30 chairs and divide the tables into dining, buffet, registration and preparation areas.