What to bring to a campervan meet-up

A campervan meet-up needs more than food and drinks. You will also need shared serving equipment, coolers, coffee supplies, lighting and enough power accessories for a campsite setup. Plan quantities from the confirmed participant list, then check dietary requirements before shopping. This list supports a barbecue and buffet, with reusable tableware and practical equipment for outdoor parking areas.

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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 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
- Coffee - 2 kilos
- Tea - 100 bags
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Spa Blue - 48 bottles
- Sparkling water - 24 bottles
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Iced tea - 4 bottles
- Non-alcoholic beer - 24 bottles
- Beer - 48 bottles
- Rosé - 4 bottles
- White wine - 3 bottles
- Red wine - 3 bottles
- Ice cubes - 8 bags
- Baguettes - 8 pieces
- Herb butter - 6 tubs
- Hamburger buns - 36 pieces
- Hamburgers - 36 pieces
- Vegetarian burgers - 12 pieces
- Chicken skewers - 30 pieces
- Corn on the cob - 24 pieces
- Zucchini - 8 pieces
- Bell peppers - 12 pieces
- Mushrooms - 1.5 kilos
- Mixed salad - 3 kilos
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilos
- Red onions - 1 kilo
- Potato salad - 3 kilos
- Pasta salad - 3 kilos
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Garlic sauce - 2 bottles
- Barbecue sauce - 2 bottles
- Mustard - 2 jars
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Barbecue spice mix - 2 jars
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Peanuts - 4 bags
- Olives - 4 jars
- Grapes - 3 kilos
- Apples - 30 pieces
- Marshmallows - 6 bags
- Charcoal - 4 bags
- Firelighters - 2 boxes
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- Sponges - 2 packs
- All-purpose cleaner - 2 bottles
- Hand soap - 4 bottles
- Trash bags - 50 pieces

Tips

Plan drinks by person and hour: allow two to three drinks per person for the first hour, then about one drink per hour after that. Chill the first batch before guests arrive and keep extra drinks in coolers.
For a barbecue and buffet, buy enough food for the registered number of guests plus around 10% extra. Set aside suitable portions for reported dietary requirements instead of trying to adapt everything at serving time.
Allow one reusable plate, bowl, glass and cutlery set per guest, plus roughly 10% spare. Add serving spoons, platters and mixing bowls so guests are not using personal tableware for shared dishes.
Pack coffee cups, thermos flasks and coffee supplies for the full morning after the meet-up. A coffee station is often used before breakfast is cleared, so prepare at least two cups per person for that period.
Bring one extension cord and power strip for each separate powered area, and charge power banks before leaving. Put out LED lanterns and string lights before dusk; finding cables and lighting after dark takes much longer.

Frequently asked questions

How much food do I need for a campervan meet-up?: Use the confirmed registration count and add about 10% extra for the barbecue and buffet. Check dietary requirements before buying, so alternative portions are included in the total rather than added at the last minute.
How many drinks should I buy for a campervan meet-up?: Allow two to three drinks per person for the first hour, followed by about one drink per person per hour. Buy or chill the first supply at least 2 hours before guests arrive, and keep the remainder cold in coolers.
How many plates and glasses are needed per guest?: Plan one reusable plate, bowl, glass and cutlery set per person, plus 10% spare. For 30 guests, that means 33 of each item where possible, with extra serving utensils for the buffet.
What power and lighting supplies do I need at a campsite meet-up?: Bring extension cords and power strips for each powered setup, along with charged power banks for phones and small devices. Set up string lights and LED lanterns at least 30 minutes before dusk, when there is still enough light to work safely.

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