What to buy and bring for a camper rally

A camper rally needs more than food and drinks at the start and finish. You also need clear route materials, checkpoint equipment, power supplies and enough tableware for the group. Plan chilled drinks, barbecue equipment and serving items for the finish, then pack navigation materials that can handle outdoor use. This checklist helps you prepare the practical items people often remember only after the first team has left.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 60
Beer tablesqty 4
High tablesqty 4
Tableclothqty 10

Tableware

Reusable platesqty 70
Reusable bowlsqty 40
Reusable cupsqty 100
Wine glassesqty 50
Cutlery setsqty 70
Serving plattersqty 12

Kitchen

Barbecueqty 2
BBQ toolsqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Thermos flasksqty 6
Kettlesqty 2

Equipment

Coolersqty 6
Extension cordsqty 4
Power stripsqty 4
Walkie-talkiesqty 8
Megaphone

Navigation

Route mapsqty 35
Rally bookletsqty 35
Compassqty 8
Clipboardsqty 35
Pensqty 50
Route arrowsqty 30
Conesqty 30

Decorations

Buntingqty 8
Starting flag
Finish flag
Name stickersqty 70

Lighting

LED lampsqty 8
String lightsqty 4

Safety

First aid kitsqty 2
Reflective vestsqty 10
Flashlightsqty 8
Fire extinguishersqty 2

Cleaning

Waste binsqty 8
Trash bag holdersqty 8

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Alcohol-free beer - 2 crates
- Beer - 4 crates
- Rosé - 8 bottles
- White wine - 6 bottles
- Red wine - 6 bottles
- Sparkling wine - 4 bottles
- Ice cubes - 12 bags
- Baguettes - 12 pieces
- Herb butter - 8 tubs
- Potato salad - 6 kilos
- Pasta salad - 6 kilos
- Mixed salad - 5 kilos
- Cucumber - 10 pieces
- Cherry tomatoes - 3 kilos
- Red onion - 1 kilo
- Corn on the cob - 40 pieces
- Hamburgers - 50 pieces
- Chicken skewers - 50 pieces
- Sausages - 50 pieces
- Vegetarian burgers - 15 pieces
- Vegetarian skewers - 15 pieces
- Hamburger buns - 60 pieces
- Hot dog buns - 50 pieces
- Ketchup - 3 bottles
- Mayonnaise - 3 bottles
- Mustard - 2 bottles
- Barbecue sauce - 3 bottles
- Garlic sauce - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Olive oil - 2 bottles
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salsa - 4 jars
- Peanuts - 3 bags
- Olives - 4 jars
- Cheese cubes - 3 kilo
- Grapes - 4 kilos
- Apples - 40 pieces
- Watermelon - 3 pieces
- Marshmallows - 4 bags
- Cookies - 6 packs
- Lemons - 10 pieces
- Limes - 10 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Dish soap - 3 bottles
- Sponges - 10 pieces
- Tea towels - 12 pieces
- Aluminum foil - 3 rolls
- Cling film - 2 rolls
- Barbecue charcoal - 6 bags
- Fire starters - 4 packs

Tips

Plan around two to three drinks per person for the first hour, then add more for the finish and overnight stop. Chill the first batch before guests arrive and keep reserve drinks in coolers.
Bring one rally booklet, route map or clipboard set per team, plus at least two spare sets. Pack extra pens because they are easy to lose at checkpoints.
For an outdoor start or finish, allow one table for registration and another for food service. Add seating for about half the participants if people will eat in shifts.
Test extension cords, power strips, kettles and lighting at the starting location before the rally begins. Keep cables away from parking lanes and bring enough coolers to separate drinks from food.
Pack route arrows, cones and a megaphone before loading the campers. Put checkpoint materials in labelled bags so volunteers can set up without searching through the main supply boxes.

Frequently asked questions

What food and drink do I need for a camper rally?: Buy food for the planned stop or finish, including barbecue supplies if you are serving a barbecue, and allow two to three drinks per person for the first hour. Add extra drinks for the finish and keep them chilled in coolers.
How many rally booklets and route maps should I print?: Prepare one booklet and one route map set per participating team, then print at least two spare sets. Pack extra pens and clipboards so a lost or damaged set does not stop a team.
What equipment is needed at camper rally checkpoints?: Bring route arrows, cones, clipboards, pens and walkie-talkies for the checkpoint crew. Pack each checkpoint in a separate labelled bag and prepare the materials at least one day before the rally.
How early should I buy supplies for a camper rally?: Buy non-perishable food, tableware, route materials and power equipment at least one week in advance. Buy fresh food and chill drinks one to two days before the start, after confirming the participant count and dietary requirements.

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