Campervan meet-up checklist

Organising a campervan meet-up means coordinating vehicles, campsite space, shared meals and a clear arrival process. Start by setting the date and programme, then reserve the campsite before inviting people, because parking capacity is usually the first limit. Collect registrations and dietary requirements early, and send route and parking rules before the event. On the day, allow time to mark spaces, build the party tents, set up catering and prepare the welcome table before the first vans arrive.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Set the date and program
2 people
Reserve campsite
Send invitations
2 people
Process registrations
Collect dietary requirements
Update participant list
Send out the route and parking rules
Calculate meal quantities
Check the shopping list
2 people
Do the shopping
2 people
Chill drinks
2 people
Check stock and materials
2 people
Prepare participant folders
2 people
Inspect venue
2 people
Mark parking spaces
2 people
Set up the reception table
2 people
Build party tents
4 people
Set up tables and chairs
3 people
Hang lighting
2 people
Put up route signs
2 people
Set up coffee station
2 people
Set up buffet area
3 people
Prepare vegetables and salads
3 people
Light the barbecue
2 people
Lay out the welcome pack
Prepare reception
2 people

Event

Receive participants
3 people
Guide camper vans to their spots
2 people
Serve welcome coffee
2 people
Register the participant list
Explain the program
Campervan tour
2 people
Refill coffee and tea
2 people
Refill drinks
2 people
Set out snacks
2 people
Prepare the barbecue
3 people
Serve the buffet
3 people
Collect trash and tableware throughout
2 people
Support the evening program
2 people
Check the lighting
Handle the final drink round
2 people
Say goodbye to participants
2 people

Aftercare

Safely extinguish barbecue
2 people
Clear tables and chairs
3 people
Take down party tents
4 people
Wash dishes
2 people
Sort and remove waste
2 people
Clean the venue
3 people
Remove route signs
2 people
Inventory materials
2 people
Empty coolers
2 people
Store materials dry
2 people
Set out return materials
Return borrowed materials
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 36
Buffet tablesqty 3
High tablesqty 4
Tableclothqty 8

Tableware

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

Kitchen

Barbecueqty 2
Barbecue tongsqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Mixing bowlsqty 6
Serving plattersqty 8
Thermos flasksqty 4

Equipment

Coolersqty 4
Extension cordsqty 4
Power stripsqty 4
Portable speaker
Power banksqty 4
Clipboardsqty 4
Walkie-talkiesqty 4

Lighting

String lightsqty 4
LED lanternsqty 8

Decorations

Welcome sign
Route signsqty 6
Conesqty 12
Table numbersqty 8
Name badgesqty 40
Waterproof markersqty 6

Cleaning

Waste binsqty 6
Trash bag holdersqty 6
Dishpanqty 2
Dish brushesqty 4
Hand brush and dustpanqty 2
Bucketsqty 3

Catering

Groceries

Tips

Reserve the campsite before sending invitations, then compare the confirmed registration count with the available parking spaces at least two weeks before arrival.
Send the route, parking rules and arrival instructions no later than 7 days beforehand. Include where guests should check in and how spaces will be marked with cones and route signs.
Plan food from the final participant list, not from the invitation count. For a barbecue meal, check quantities after registrations close and allow extra serving platters, bowls and serving spoons for shared dishes.
Set up the practical infrastructure before decorating: mark parking spaces, build the party tents, place tables and chairs, then add lighting, signs and the welcome sign. Keep extension cords and power strips away from walking routes.
Prepare the coffee station and buffet area before lighting the barbecue. Chill drinks several hours in advance, and keep thermos flasks, reusable cups, plates and cutlery together so guests can serve themselves without searching.

Frequently asked questions

How far in advance should I book a campsite for a campervan meet-up?: Book as soon as the date and rough programme are fixed, ideally 8 to 12 weeks before the meet-up. This gives you time to confirm the number of pitches, parking rules and access for larger vans before invitations go out.
When should I close registrations for a campervan meet-up?: Close registrations 10 to 14 days before the event. Use the final list to calculate meal quantities, assign or mark parking spaces, prepare participant folders and record dietary requirements.
What should I send campervan meet-up guests before arrival?: Send the route, parking rules, arrival procedure and programme at least 7 days before the meet-up. Repeat the key parking instructions on the welcome sign or in the participant folders at reception.
How early should setup start on the day of a campervan meet-up?: Start setup 3 to 4 hours before guests are expected. Mark parking spaces first, then erect tents and arrange tables before setting up the buffet, coffee station, lighting and welcome table.

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