Camping open day checklist: plan it in the right order

A camping open day combines visitor registration, outdoor activities, catering and site logistics in one day. Start with the date, programme and site arrangements, then allow time for permits, suppliers, deliveries and volunteer roles. In the final week, confirm the visitor list, check activity materials and prepare signs, badges and the run sheet. On the day itself, inspect the site before visitors arrive, keep food and drinks safely stored, and check that lighting, power and sound equipment are ready.

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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
Check the opening location
2 people
Put together the activity program
2 people
Make reservations for materials
Check permits and notifications
Plan deliveries for the site
Design invitations
Send invitations
2 people
Open the registration form
Post promotional messages
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Confirm suppliers
Check the weather forecast
Create the final visitor list
2 people
Print the run sheet
Make route and parking signs
2 people
Prepare name badges
2 people
Check activity materials
2 people
Check the shopping list
Do the shopping
3 people
Chill drinks
2 people
Store food safely
2 people
Inspect the site
2 people
Build party tents
4 people
Set up tables and chairs
4 people
Create a stage-free presentation space
2 people
Set up the reception desk
2 people
Put up route signs
2 people
Mark the parking area
2 people
Hang decorations
3 people
Set up info signs
2 people
Set up activity stations
4 people
Set up the coffee and tea station
2 people
Set up the buffet
3 people
Fill coolers
2 people
Lay out crockery and cutlery
2 people
Place waste stations
2 people
Test audio and microphone
2 people
Briefing for reception team
3 people
Brief the activity team
4 people
Carry out the final safety check
2 people

Event

Welcome visitors
4 people
Check off registrations
2 people
Explain the program
2 people
Provide guided tours
3 people
Supervise children's activities
4 people
Demonstrate camping facilities
2 people
Serve snacks
3 people
Serve coffee and tea
2 people
Refill drinks
2 people
Collect waste
2 people
Restock the buffet
3 people
Oversee the barbecue
3 people
Keep vegetarian dishes separate
Turn on evening lighting
2 people
Inform visitors about closing
2 people
See off the last visitors
3 people

Aftercare

Close the food and drinks
2 people
Dismantle activity materials
4 people
Dismantle tables and chairs
4 people
Take down party tents
4 people
Wash dishes
3 people
Empty and clean coolers
2 people
Sort and remove waste
3 people
Clean the grounds
4 people
Check and clean the restrooms
2 people
Clear away lighting
2 people
Remove signs and decorations
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Store leftover food
2 people
Register lost and found items

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 80
High tablesqty 6
Buffet tablesqty 4
Tableclothsqty 14
Bollardsqty 12

Tableware

Reusable platesqty 120
Reusable bowlsqty 80
Reusable cupsqty 180
Coffee cupsqty 80
Cutlery setsqty 120
Serving plattersqty 12
Serving tongsqty 8
Soup ladlesqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Barbecuesqty 2
Coolersqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Table lightersqty 4

Equipment

Portable sound system
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6

Lighting

LED light stringsqty 8
LED lampsqty 6
Flashlightsqty 6

Decorations

Buntingqty 12
Balloonsqty 150
Balloon pumpqty 2
Welcome sign
Information boardsqty 8
Chalkboardsqty 6

Sports equipment

Footballsqty 4
Kubb setqty 2
Frisbeesqty 10
Skipping ropesqty 8
Conesqty 20
Sidewalk chalkqty 12
Game matqty 3

Cleaning

Waste binsqty 10
Broomqty 4
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 4
Microfiber clothsqty 20
Hand soap dispensersqty 6
Disinfecting gelqty 6

Catering

Groceries

Tips

Set the programme before opening registration. Visitors need clear activity times, while you need to know how many volunteers, tables, chairs and activity materials each time slot requires.
Check permits, notifications and site access at least 4–6 weeks before the open day. Deliveries, parking signs and temporary equipment can depend on approval from the site owner or local authority.
Close or review registrations 3–5 days beforehand and create one final visitor list. Use the same list for name badges, dietary requirements, volunteer briefing and expected attendance.
Plan the site layout on paper before equipment arrives. Leave clear routes between tents, buffet tables, activities and parking, and place bollards or signs where visitors could otherwise take a wrong turn.
Do the shopping and chill drinks the day before, then store food safely until serving. Keep a printed run sheet and a weather check available on the morning so the team can adjust outdoor activities quickly.

Frequently asked questions

How far in advance should I plan a camping open day?: Start the main planning 6–8 weeks ahead. Confirm the date, programme, site access, permits, suppliers and equipment first, then open registration once the visitor information is reliable.
When should I send invitations for a camping open day?: Send invitations about 3–4 weeks before the event, with the programme, arrival details and registration deadline. Review registrations 3–5 days before the open day so you can prepare badges, food and volunteer assignments.
What should I check the day before a camping open day?: Check deliveries, activity materials, furniture, power, lighting, signs and the final visitor list. Buy the remaining supplies, chill drinks and store food safely on the day before the event.
How early should volunteers arrive for a camping open day?: Bring the team together at least 90 minutes before visitors arrive. Use that time to inspect the site, position tables and signs, test the sound system, review the run sheet and assign last-minute tasks.

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.