What to Buy and Bring for a Camper Rally

A camper rally needs more than food and drinks. You also need practical equipment for registration, shared meals, parking, lighting and campsite power. This checklist covers the items that are easy to overlook, from reusable tableware and coolers to extension cords, power banks and clear parking signs. Check quantities against your guest count and campsite facilities before shopping, then chill drinks and charge equipment before arrival.

Organize this event for free with Lizzt

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 60
Buffet tablesqty 3
Registration desk
Waste binsqty 6

Tableware

Reusable platesqty 60
Reusable bowlsqty 60
Reusable cupsqty 80
Coffee cupsqty 40
Cutlery setsqty 60
Serving spoonsqty 8

Kitchen

Gas barbecueqty 2
Cutting boardsqty 4
Chef and serving knivesqty 6
Small bowlsqty 12
Coolersqty 4
Coffee machinesqty 2

Equipment

Extension cordsqty 6
Power stripsqty 4
Mobile chargersqty 2
Music speakersqty 2
Microphone
Power banksqty 2

Lighting

String lightsqty 4
LED lanternsqty 6
Batteriesqty 24

Decorations

Buntingqty 6
Welcome sign
Parking signsqty 8
Conesqty 12
Tableclothsqty 8

Cleaning

Dishpanqty 2
Dish brushesqty 3
Reusable cleaning clothsqty 12

Catering

Groceries
- Coffee - 2 packs
- Tea - 2 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Coffee milk - 2 bottles
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 3 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Ice cubes - 8 bags
- Peanut chips - 4 bags
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snacks - 4 bags
- Olives - 4 jars
- Mixed nuts - 3 bags
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilo
- Bell peppers - 12 pieces
- Arugula - 6 bags
- Mixed salad - 6 bags
- Potato salad - 4 kilos
- Pasta salad - 4 kilo
- Baguettes - 12 pieces
- Herb butter - 8 tubs
- Hamburger buns - 60 pieces
- Beef burgers - 35 pieces
- Vegetarian burgers - 15 pieces
- Chicken skewers - 40 pieces
- Pork satay - 40 pieces
- Corn cobs - 20 pieces
- Zucchini - 8 pieces
- Mushrooms - 2 kilos
- Barbecue sauce - 4 bottles
- Ketchup - 4 bottles
- Mayonnaise - 4 jars
- Garlic sauce - 3 bottles
- Mustard - 3 jars
- Satay sauce - 3 jars
- Salt - 1 tin
- Pepper - 1 can
- Paprika powder - 1 can
- Olive oil - 2 bottles
- Aluminum foil - 4 rolls
- Napkins - 300 pieces
- Cookies - 6 packs
- Brownies - 60
- Ice pops - 60 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 2 bottles
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Barbecue firelighters - 2 boxes
- Charcoal - 4 bags

Tips

Plan one reusable plate, bowl, cup and cutlery set per guest, plus at least 10% extra. Add coffee cups separately if coffee will be served throughout the day.
Bring more cooling capacity than you think you need: drinks, barbecue ingredients and dietary alternatives all need space. Chill drinks before guests arrive rather than relying on a small cooler at the last minute.
Check the campsite’s power outlets before packing coffee machines, speakers and lighting. Take extension cords, power strips and charged power banks; a shared outlet may be too far from the registration desk or tables.
Prepare the registration desk with the printed registration list, welcome sign and working mobile chargers. Keep parking signs ready before the first camper arrives, not after the site starts filling up.
Test string lights, LED lanterns, the microphone and speakers before setup. Pack spare batteries and keep lighting available for the route back to campers after the barbecue or evening program.

Frequently asked questions

What should I buy for a camper rally barbecue?: Plan the barbecue food around the number of registered guests and their dietary requirements. Bring a gas barbecue, cutting boards, chef and serving knives, small bowls and serving spoons, plus chilled drinks and enough reusable tableware for every guest and at least 10% extra.
How many cups and plates do I need for a camper rally?: Start with one reusable plate, bowl, cup and cutlery set per person, then add 10% extra. For 50 guests, that means at least 55 of each frequently used item; add coffee cups based on how many coffee servings you expect.
What power supplies are needed at a camper rally?: Pack extension cords and power strips for coffee machines, speakers and lighting, along with mobile chargers and power banks. Check the campsite’s outlet locations at least a few days before the rally so you can identify gaps or restrictions.
What should I bring for camper rally parking and registration?: Bring the registration desk, printed registration list, welcome sign and parking signs, with pens or other writing supplies added to your own packing check. Set these out before arrivals begin, ideally 30–60 minutes before the first scheduled registration.

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.