What to bring for a camping open day

A camping open day needs more than activities and a welcome table. Plan supplies for visitors arriving at different times, outdoor food service, hot drinks, changing weather and a site that may be poorly lit. This shopping list covers the practical items to buy, borrow or reserve, from reusable tableware and coolers to signs, power leads and evening lighting. Check quantities against your final visitor list before shopping.

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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
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Assorted tea - 3 boxes
- Sugar - 2 kilos
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 8 pieces
- Still mineral water - 12 bottles
- Sparkling mineral water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 24 bottles
- Beer - 72 bottles
- Rosé - 8 bottles
- White wine - 8 bottles
- Red wine - 4 bottles
- Ice cubes - 12 bags
- Baguettes - 12 pieces
- Hamburger buns - 120 pieces
- Hot dog buns - 80 pieces
- Hamburgers - 100 pieces
- Vegetarian burgers - 25 pieces
- Hot dogs - 80 pieces
- Vegetarian hot dogs - 20 pieces
- Chicken satay - 60 pieces
- Corn on the cob - 40 pieces
- Potato salad - 8 kilos
- Pasta salad - 8 kilo
- Mixed salad - 6 kilo
- Cucumbers - 12 pieces
- Tomatoes - 5 kilos
- Red onions - 2 kilos
- Bell peppers - 3 kilos
- Corn in cans - 8 cans
- Pickles - 4 jars
- Ketchup - 4 bottles
- Mayonnaise - 4 bottles
- Mustard - 3 bottles
- Barbecue sauce - 4 bottles
- Garlic sauce - 3 bottles
- Satay sauce - 3 kilos
- Olive oil - 2 liters
- Sunflower oil - 2 liters
- Salt - 1 kilo
- Pepper - 250 gram
- Paprika powder - 250 gram
- Garlic powder - 250 grams
- Barbecue spice mix - 4 bags
- Butter - 1 kilo
- Herb butter - 12 tubs
- Young cheese - 3 kilos
- Hummus - 2 kilos
- Plain chips - 12 bags
- Paprika chips - 12 bags
- Tortilla chips - 8 bags
- Mixed nuts - 5 kilo
- Salt sticks - 8 bags
- Grapes - 5 kilos
- Apples - 80 pieces
- Bananas - 60 pieces
- Watermelons - 4 pieces
- Cookies - 10 packs
- Brownies - 100 pieces
- Marshmallows - 8 bags
- Napkins - 500 pieces
- Baking paper - 2 rolls
- Aluminum foil - 3 rolls
- Cling film - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 4 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Dish soap - 3 bottles
- Cleaning spray - 4 bottles
- Sponges - 12 pieces
- Rubber gloves - 6 pairs

Tips

Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Include both chilled drinks and enough hot-water capacity for coffee or tea breaks.
Allow one reusable plate, bowl, cup and cutlery set per visitor, plus at least 10% extra for replacements and second servings. Keep coffee cups separate so they do not all disappear at the buffet.
For outdoor food service, provide at least one cooler for each main food or drink station. Add separate cutting boards and serving utensils for raw and ready-to-eat food, and keep perishable items chilled until serving.
Count power leads before the event rather than on the morning itself. Bring extension cords and power strips with enough reach for coffee machines, kettles, sound equipment and lighting, without routing cables across visitor paths.
Pack lighting for the last hour of the open day even if the programme ends in daylight. Use LED light strings or lamps around entrances and serving areas, and keep one flashlight available for each volunteer team checking the site.

Frequently asked questions

How much food and drink do I need for a camping open day?: Budget two to three drinks per person during the first hour and one more per person for every later hour. For food, plan one main serving per registered visitor, with at least 10% extra for unexpected guests and second portions.
How many reusable cups and plates should I bring?: Bring one plate, bowl, cup and cutlery set per expected visitor, plus 10% extra. For 100 visitors, that means 110 of each item where applicable, before allowing for separate coffee cups.
When should I buy drinks and chilled food for a camping open day?: Buy long-life drinks and dry goods up to one week ahead, then buy chilled and fresh food one to two days before the event. Chill drinks several hours before opening and keep perishable food in coolers until it is served.
How much lighting is needed for an outdoor camping open day?: Light every entrance, serving point and route used after dark, and keep at least one flashlight per volunteer team. Test LED lamps, light strings and extension cords the day before, not when visitors are arriving.

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