Camping Family Day checklist: what to arrange and when

A Camping Family Day needs more than a campsite and a barbecue. You have to coordinate pitches, registrations, dietary requirements, activities, food preparation and shared equipment. Start with the date and location, then work towards a confirmed headcount so shopping and seating match the group. This checklist also covers the details people often leave too late, such as chilled drinks, name badges, emergency numbers and a backup plan for bad weather.

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

Set date and location
2 people
Reserve camping pitches
Send invitations
2 people
Process registrations
Collect dietary requirements
Check contact details
Create the program
2 people
Choose game activities
2 people
Put together the menu
2 people
Check the weather forecast
Determine the final number of participants
Check the shopping list
2 people
Do the shopping
3 people
Check stock of non-perishable products
2 people
Chill drinks
2 people
Wash and cut vegetables
3 people
Prepare salads
3 people
Prepare marinades
2 people
Sort game materials
2 people
Prepare name badges
2 people
Set up music
Print emergency numbers
Print weather plan
Fill coolers
3 people
Inspect the site
2 people
Place waste stations
2 people
Set up tables
4 people
Set up chairs
4 people
Build party tents
6 people
Lay out picnic blankets
2 people
Hang decorations
3 people
Hang string lights
3 people
Connect the music
2 people
Set up buffet tables
3 people
Set out tableware
2 people
Set up the drinks buffet
2 people
Check the barbecue
2 people
Set out herbs and sauces
2 people
Fill bread baskets
2 people
Arrange snacks
3 people
Mark vegetarian portions
2 people
Place allergen sign
Set up activity stations
4 people
Refill water stations
2 people
Check toilets
2 people
Put up the information board

Event

Staff the reception desk
2 people
Register guests
2 people
Hand out name badges
2 people
Serve welcome drinks
3 people
Serve coffee and tea
2 people
Supervise children's games
4 people
Guide traditional games
3 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Light the barbecue
2 people
Prepare barbecue
3 people
Serve barbecue
5 people
Refill salads and bread
2 people
Serve diet meals
2 people
Clear tables
4 people
Run the kids’ disco
3 people
Check the campfire site
2 people
Facilitate the campfire
3 people
Hand out marshmallows
2 people
Refill coffee and tea
2 people
Serve the last round of drinks
2 people
Extinguish the campfire
3 people
See off guests
2 people

Aftercare

Collect tableware
3 people
Collect waste
3 people
Store food chilled
2 people
Safely shut down the barbecue
2 people
Clear tables and chairs
4 people
Take down party tents
6 people
Remove decorations
3 people
Collect game materials
3 people
Wash dishes
4 people
Clean the kitchen
3 people
Empty the coolers
2 people
Clean the grounds
4 people
Clean the restrooms
2 people
Dry and sort materials
3 people
Store supplies
2 people
Return rental items
2 people
Keep lost and found items
Distribute leftovers
2 people

What to bring

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

Furniture

Party tentqty 2
Folding tableqty 8
Folding chairqty 60
Picnic tableqty 4
Picnic blanketqty 10
Buffet tableqty 3
Waste binqty 6
Cool boxqty 5
Storage binqty 8
Coat rackqty 2

Tableware

Reusable plateqty 70
Reusable bowlqty 50
Reusable glassqty 100
Coffee cupqty 40
Mugqty 30
Forkqty 70
Knifeqty 70
Spoonqty 70
Serving spoonqty 12
Serving platterqty 12
Pitcherqty 8
Thermosqty 6

Kitchen

Cutting boardqty 6
Chef's knifeqty 6
Mixing bowlqty 6
Measuring cupqty 3
Kitchen tongsqty 6
Barbecue tongsqty 4
Barbecueqty 2
Baking trayqty 2
Food warmerqty 4

Equipment

Bluetooth speakerqty 2
Microphone
Extension cordqty 4
Power stripqty 4
Power bankqty 4
Kettleqty 3
Coffee makerqty 2
Portable coolerqty 2

Lighting

String lightsqty 6
LED lanternqty 8
Headlampqty 6
Battery lampqty 6

Sports equipment

Soccerqty 3
Volleyballqty 2
Kubb setqty 2
Tug of war rope
Frisbeeqty 4
Water balloonsqty 100
Jump ropeqty 6
Hoopqty 8
Sjoelbak
Ring toss setqty 2

Decorations

Buntingqty 8
Balloonsqty 80
Table runnerqty 8
Name badgeqty 70
Chalkboardqty 3
Chalk markerqty 6
Table décorqty 8
Tapeqty 6

Safety

First aid kitqty 2
Flashlightqty 4
Reflective vestqty 6
Fire blanketqty 2
Fire extinguisherqty 2
Barrier tapeqty 2

Cleaning

Dishpanqty 4
Dish brushqty 4
Spongeqty 12
Litter pickerqty 2
Bucketqty 6
Broomqty 4
Floor squeegeeqty 2
Towelqty 20

Other

Notice board
Pensqty 12
Permanent markersqty 6
Duct tapeqty 4
Ropeqty 2
Laundry basketqty 4

Catering

Groceries

Tips

Book the camping pitches before sending invitations, then set a clear registration deadline. Use the final participant count to plan seating, crockery, food and drink instead of guessing.
Collect dietary requirements with each registration and check the list again before shopping. Do not leave menu changes until the day before, especially when salads, marinades and barbecue food need preparation.
Create the programme and choose games early enough to check the materials. Sort the equipment into labelled storage bins so activities can start without searching through cool boxes and bags.
Check the weather forecast a few days before the event and print a weather plan. A party tent, picnic blankets and indoor or covered activities should be ready before rain changes the schedule.
Prepare the site on arrival: inspect the area, set out tables and chairs, place waste bins, fill coolers and display emergency numbers. Chill drinks in advance and keep serving equipment separate from cooking tools.

Frequently asked questions

How far in advance should I plan a Camping Family Day?: Set the date and reserve camping pitches at least 6–8 weeks ahead when possible. Send invitations soon after, with a registration deadline around 2–3 weeks before the event so you can confirm numbers and dietary requirements.
How many drinks should I buy for a Camping Family Day?: Plan roughly 2–3 drinks per person for the first hour, then about 1 drink per person per hour afterwards. Add extra water for warm weather and chill the drinks before guests arrive.
When should I finalise the food shopping list?: Confirm the final number of participants 7–10 days before the event and check the shopping list then. Buy non-perishable products first; shop for fresh vegetables and prepare salads closer to the day.
What should I do if it rains during a Camping Family Day?: Check the forecast 3–5 days before the event and prepare a written weather plan. Arrange a party tent or covered area, move food and games under cover, and tell participants about the plan before they arrive.

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.