Camping Open Day Checklist

A camping open day needs more than a programme and a few tables. You need to secure the campsite, check permits, manage registrations and plan how visitors move between tours, demonstrations and activities. This checklist puts the work in a practical order, from setting the date through the final equipment check. It also covers details that are easy to miss, such as dietary requirements, parking signs, name badges, power supplies and keeping drinks cold.

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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
Reserve campsite
Check permits
Confirm suppliers
Draft invitations
2 people
Send invitations
2 people
Open the registration form
Process registrations
Collect dietary requirements
Arrange parking spaces
2 people
Develop the activity program
2 people
Determine the tour route
2 people
Schedule demonstrations
2 people
Assign volunteers
2 people
Create volunteer instructions
Check the weather forecast
Create the final visitor list
Pass dietary requirements to the kitchen
Make route and parking signs
2 people
Print program leaflets
Prepare name badges
2 people
Check the shopping list
2 people
Do the shopping
3 people
Retrieve materials from the warehouse
3 people
Fill coolers
2 people
Check the venue and restrooms
2 people
Test tents and lighting
2 people
Mow and inspect the grounds
2 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up the reception desk
2 people
Place the tour sign
2 people
Set up activity corners
4 people
Hang up decorations
3 people
Set up the buffet and drinks station
3 people
Prepare snacks
4 people
Set out coffee and tea
2 people
Chill drinks
2 people
Test audio and microphone
2 people
Clear the safety route
2 people
Brief volunteers
3 people

Event

Staff the reception desk
2 people
Register visitors
2 people
Hand out program brochures
Mark parking spaces
2 people
Serve coffee and tea
2 people
Guide tours
3 people
Demonstrate camping pitches
2 people
Demonstrate camping gear
2 people
Supervise children's activities
3 people
Lead the campsite game
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check the restrooms during the event
Turn on the lights
2 people
Support the evening program
3 people
Supervise the final tour
2 people
Wave goodbye to visitors
2 people

Aftercare

Close buffet
2 people
Collect materials
4 people
Sort waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Take down tents and decorations
4 people
Clean the grounds
3 people
Thoroughly clean the sanitary facilities
2 people
Put materials back
3 people
Return borrowed items
2 people
Store leftover food
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Beer tablesqty 6
Folding chairsqty 80
High tablesqty 6
Buffet tablesqty 4
Bar stoolsqty 12
Waste binsqty 8
Coat racksqty 2

Tableware

Reusable coffee cupsqty 80
Reusable drinking glassesqty 120
Reusable platesqty 100
Cutlery setsqty 100
Serving spoonsqty 8
Serving plattersqty 12
Serving tongsqty 6
Coffee potsqty 4
Teapotsqty 3
Water jugsqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Extension cordsqty 8
Power stripsqty 6
Battery-powered speakersqty 2
Wireless microphonesqty 2
Megaphonesqty 2
Laptopsqty 2
Power banksqty 6

Lighting

String lightsqty 8
Battery lanternsqty 12
LED lampsqty 10

Decorations

Buntingqty 12
Camping flagsqty 6
Welcome sign
Direction signsqty 12
Program boardsqty 4
Tableclothsqty 12
Flower arrangementsqty 8
Name badge holdersqty 100
Chalkboardsqty 6

Sports equipment

Footballsqty 3
Frisbeesqty 6
Baking tinsqty 10
Skipping ropesqty 6
Conesqty 20
Picnic blanketsqty 12

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 6
Cooling racksqty 4
Serving traysqty 10
Thermos flasksqty 6
Aluminum traysqty 10

Cleaning

Trash bag holdersqty 8
Dustpan and brushqty 4
Bucketsqty 6
Mopsqty 4
Broomqty 4
Cleaning glovesqty 8

Safety

First aid kitsqty 2
Flashlightsqty 6
Barrier tapeqty 4
Traffic conesqty 12
Fire blanketsqty 2

Catering

Groceries

Tips

Set the date and reserve the campsite before opening registration. Allow at least 8 to 12 weeks for permits, supplier confirmations and a clear activity programme.
Close registration early enough to create the final visitor list, collect dietary requirements and pass accurate numbers to the kitchen. A practical deadline is 7 days before the open day.
Plan visitor movement as carefully as the activities. Confirm the tour route, schedule demonstrations, assign volunteers to key points and prepare route and parking signs before printing the programme leaflets.
Make a separate power plan for coffee machines, kettles, speakers, microphones and lighting. Check extension cords and power strips at least 2 days beforehand, especially if activities use different areas of the campsite.
Pack by function rather than by supplier: catering, registration, activities, signs and power. Retrieve materials from the warehouse, check the shopping list and fill coolers on the day so chilled drinks are ready when visitors arrive.

Frequently asked questions

How far in advance should I organise a camping open day?: Start 8 to 12 weeks before the event. Reserve the campsite and check permits first, then confirm suppliers, open registration and build the activity programme.
When should registration close for a camping open day?: Close registration about 7 days before the event. That gives you time to process registrations, confirm dietary requirements, prepare the final visitor list and plan catering quantities.
What should I check the day before a camping open day?: Check the weather forecast, collect warehouse materials, print programme leaflets, prepare name badges and verify signs, power supplies and sound equipment. Do the final shopping and refrigerate drinks at least 12 hours before opening where possible.
How many volunteers are needed for a camping open day?: Use at least one volunteer for registration, one for each active tour or demonstration area, and one person coordinating the programme. For three activity areas, plan for a minimum of 6 volunteers so breaks and unexpected issues are covered.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.