What you need for a camping information day

A camping information day needs more than chairs and a registration table. Plan drinks and snacks for the arrival period, a coffee point, clear name badges, route signs and presentation equipment that still works outdoors. Reusable cups, coolers, thermos flasks and serving items keep refreshments moving without constant trips inside. Check dietary requirements before shopping, and allow extra time to test power, sound and presentations before guests arrive.

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What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 60
Registration desk
Bar stoolsqty 4
Tableclothsqty 8

Tableware

Reusable cupsqty 80
Coffee cupsqty 60
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 10
Pitchersqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Portable speakersqty 2
Microphonesqty 2
Projector
Projection screen
Extension cordsqty 4
Power stripsqty 4

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 6
Thermos flasksqty 4

Decorations

Buntingqty 6
Camping postersqty 10
Notice boardsqty 4
Name badgesqty 70
Pensqty 20
Clipboardsqty 6
Directional signsqty 12

Lighting

String lightsqty 4
Battery lanternsqty 6

Cleaning

Waste binsqty 6
Washing-up bowlsqty 3
Cleaning clothsqty 12
Hand soap dispensersqty 4

Catering

Groceries
- Coffee - 3 packs
- Tea - 4 boxes
- Sugar - 1 kilo
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Iced tea - 4 bottles
- Spa Blauw - 8 bottles
- Sparkling water - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Ice cubes - 10 bags
- Mini bake-off rolls - 100 pieces
- Whole grain bread - 8 loaves
- White rolls - 50 pieces
- Multigrain rolls - 30 pieces
- Young cheese - 3 kilos
- Hummus - 8 tubs
- Herb cream cheese - 6 tubs
- Turkey breast - 2 kilos
- Boiled eggs - 40 pieces
- Tomatoes - 3 kilos
- Cucumbers - 8 pieces
- Lettuce - 6 heads
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salted peanuts - 4 bags
- Rice cakes - 6 packs
- Apples - 60 pieces
- Bananas - 40 pieces
- Grapes - 5 kilos
- Cookies - 8 packs
- Brownies - 60
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Salt - 1 tin
- Pepper - 1 can
- Trash bags - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 4 bottles
- Sponges - 6 pieces
- Paper napkins - 200 pieces

Tips

Plan two to three drinks per person for the first hour, then add water and extra servings if the programme runs longer. Chill drinks in coolers before guests arrive rather than relying on the last-minute setup.
Prepare about one coffee or hot drink per guest for the first service, plus enough hot water for anyone who wants a second cup. Fill thermos flasks shortly before registration opens so the coffee point is ready on time.
Pack registration supplies together: name badges, pens, the registration table materials and the information packs. Bring at least 10% more badges and printed materials than the confirmed number of registrations for late additions or damaged copies.
For an outdoor site, count one party tent for each area that needs shelter, such as registration, refreshments or presentations. Test extension cords and power strips before setup, and keep cables away from walking routes and possible rain.
Prepare route signs and camping posters before leaving for the site, not during registration setup. Place them at every turn and entrance, then walk the route once to check that signs remain visible from a distance.

Frequently asked questions

How much food and drink do I need for a camping information day?: For the first hour, allow two to three drinks per person, including water, coffee or other hot drinks. Provide snacks for the full arrival period and add at least 10% extra if attendance is uncertain.
How many reusable cups, plates and cutlery sets should I buy?: Use one complete place setting per expected guest, plus at least 10% spare items. For 50 guests, that means 55 reusable cups, plates and cutlery sets so replacements are available during the day.
What should I bring for registration at a camping information day?: Set up a registration table with name badges, pens and the prepared information packs. Pack at least 10% extra badges and pens, and keep the registration materials together so the desk can be opened quickly.
When should I check the equipment for an outdoor presentation?: Test the projector, screen, portable speakers, microphones, extension cords and power strips at least one day before the event. Repeat a short sound and presentation test on site before attendees arrive, because outdoor power and sound conditions can differ.

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