Campfire evening checklist

A campfire evening needs more planning than firewood and a lighter. You need a confirmed site, permission to use the fire, enough seating, safe lighting, food for different diets and a clear way to manage waste. This checklist puts the work in a practical order, from confirming the date and location to welcoming guests and safely lighting the fire. It also helps you catch the details people often leave until the last minute, such as dry firewood, chilled drinks and spare batteries.

Organize this event for free with Lizzt

The plan, step by step

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

Preparations

Confirm date and location
Check fire regulations
Check the campfire site
2 people
Send invitations
Process registrations
Collect dietary requirements
Share the participant list
Check the weather forecast
Check the shopping list
Do the shopping
2 people
Store firewood dry
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set aside vegetarian snacks
Set up the coffee and tea station
2 people
Clear the campfire area
3 people
Set up tables
3 people
Set up chairs and benches
3 people
Hang lighting
2 people
Set out tableware and cutlery
2 people
Set up waste stations
2 people
Set out firefighting equipment
2 people

Event

Safely light the campfire
2 people
Welcome guests
3 people
Register attendance
Explain safety rules
Serve snacks
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Add firewood as needed
2 people
Monitor the campfire and surrounding area
2 people
Serve dinner and sandwiches
3 people
Collect waste along the way
2 people
Manage music and game materials
See off guests
2 people

Aftercare

Completely extinguish the campfire
3 people
Take down tables and chairs
3 people
Collect tableware
2 people
Wash kitchen equipment
3 people
Leave the venue clean
3 people
Dispose of waste
2 people
Store materials dry
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Beer tablesqty 6
Folding chairsqty 40
Wooden benchesqty 6
Waste binsqty 4
Clothes racksqty 2

Equipment

Coolersqty 4
Bluetooth speaker
Extension cordsqty 2
Power stripsqty 2
Gas fire extinguisherqty 2

Lighting

String lightsqty 4
Rechargeable lampsqty 6
Flashlightsqty 4
Spare batteriesqty 12

Kitchen

Coffee maker
Kettle
Cutting boardsqty 3
Kitchen knivesqty 3
Serving traysqty 6
Thermos flasksqty 4

Tableware

Reusable cupsqty 60
Reusable platesqty 50
Reusable cutleryqty 60
Coffee cupsqty 40
Serving tongsqty 6

Decorations

Campfire pokerqty 2
Wooden seating logsqty 12
Buntingqty 4
Chalkboardqty 2

Cleaning

Bucketsqty 4
Spongesqty 6
Dish brushesqty 3
Hand broomsqty 2
Fire blanketsqty 2

Catering

Groceries

Tips

Check fire regulations and the campfire site before sending invitations. Rules may restrict open fires, operating hours or the type of firefighting equipment required, so confirm these details at least 2–3 weeks ahead.
Ask for dietary requirements when guests register, then set vegetarian snacks aside before serving. This prevents special food from disappearing into the general snack supply.
Keep firewood dry until the event and chill drinks several hours before guests arrive. Store the wood under cover and use coolers so drinks stay cold without repeated trips away from the fire.
Plan lighting beyond the campfire itself. Put up string lights, place rechargeable lamps around tables and paths, and check flashlights and spare batteries before dusk.
Set out firefighting equipment before lighting the fire, not after. Keep the gas fire extinguisher and buckets immediately accessible, clear the campfire area, and assign one person to monitor the fire while guests arrive.

Frequently asked questions

How early should I plan a campfire evening?: Confirm the date, location and fire regulations 2–3 weeks before the event. Send invitations after the site and safety rules are clear, then collect dietary requirements during registration.
How much food and drink do I need for a campfire evening?: Plan snacks for the full guest list, including a separately marked vegetarian selection. For drinks, allow roughly 2–3 drinks per person during the first hour, then adjust for the expected length and weather.
When should I check the weather for a campfire evening?: Check the forecast 3 days before the event and again on the morning itself. Use the final check to decide whether the site remains suitable and whether lighting, seating or food needs extra protection.
What should I prepare before lighting the campfire?: Have the campfire area cleared, seating and tables placed, lighting switched on, waste stations ready and firefighting equipment within reach at least 30 minutes before lighting. Only light the fire after checking that guests can move safely around it.

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.