Camping season opening checklist

Opening a campsite for the season takes more than putting up a few tables. Set the date and programme first, then track registrations, dietary requirements and supplier orders before checking the site and equipment. In the final week, watch the forecast and confirm reservations so you can adjust tents, shade and seating. On the day, allow enough time for cooling drinks, preparing food, setting up the buffet, bar and coffee station, and testing sound equipment.

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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
Send invitations
2 people
Process registrations
Collect dietary requirements
Place supplier orders
2 people
Check reservations
Monitor the weather forecast
Create final guest list
Provide dietary requirements
Mark out the site layout
2 people
Check materials
2 people
Test cooling materials
Test sound equipment
2 people
Do the shopping
3 people
Check groceries
2 people
Wash fruits and vegetables
2 people
Prepare snacks
3 people
Chill drinks
2 people
Set up tables and chairs
3 people
Build party tents
4 people
Hang lighting
2 people
Hang up decorations
2 people
Set up a music area without a stage
2 people
Set up the buffet and bar
3 people
Set up coffee station
2 people
Lay out crockery and cutlery
2 people
Set out buffet dishes
3 people
Place information signs
2 people
Set up the check-in desk
2 people
Check site safety
2 people

Event

Welcome guests
3 people
Register attendance
2 people
Serve welcome drinks
3 people
Hand out camping information
2 people
Give a tour of the grounds
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Supervise children's activities
3 people
Explain campsites
2 people
Refill drinks
2 people
Empty trash bins
2 people
Prepare barbecue
3 people
Light the barbecue
2 people
Serve barbecue dishes
5 people
Serve vegetarian dishes
2 people
Restock the buffet
3 people
Collect tableware
2 people
Provide music
Support the evening activity
2 people
Manage the campfire area
2 people
Serve hot drinks
2 people
Announce the final round
See off guests
2 people

Aftercare

Turn off lighting system
2 people
Store food safely
3 people
Safely extinguish barbecue
2 people
Clear tables and chairs
3 people
Take down party tents
4 people
Wash dishes
3 people
Clean the grounds
4 people
Dispose of waste separately
2 people
Remove decorations and plates
2 people
Clean equipment
2 people
Inventory materials
2 people
Return borrowed items
2 people
Store leftover food

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 70
Beer tablesqty 6
Bar stoolsqty 6
Buffet tablesqty 4
Check-in desk
Waste binsqty 6
Coolersqty 6
Party tentsqty 3
Parasolsqty 3

Tableware

Dinner platesqty 80
Dessert platesqty 80
Soup bowlsqty 70
Coffee cupsqty 70
Water glassesqty 100
Wine glassesqty 70
Mugsqty 70
Cutlery setsqty 80

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Serving plattersqty 16
Serving tongsqty 8
Serving spoonsqty 8
Coffee potsqty 4
Thermos flasksqty 4
Food warmersqty 6
Beer pitchersqty 4

Equipment

Barbecuesqty 3
Coffee machinesqty 3
Kettlesqty 3
Refrigeratorsqty 2
Bluetooth speakersqty 2
Microphone
Power stripsqty 6
Extension cordsqty 6
Generator
Portable chargersqty 4

Decorations

Buntingqty 8
Camping flagsqty 6
Welcome sign
Directional signsqty 8
Tableclothsqty 12
Lanternsqty 12
Name badgesqty 80

Lighting

String lightsqty 8
LED lanternsqty 12
Batteriesqty 24
Outdoor lightsqty 6
Flashlightsqty 6

Cleaning

Bucketsqty 4
Broom setsqty 3
Floor squeegeesqty 2
Cleaning clothsqty 20
Washing-up basinsqty 6

Catering

Groceries

Tips

Set the date, programme and registration deadline early. Close registrations at least 7 days before the opening so you can create a reliable guest list and pass dietary requirements to suppliers.
Check the weather forecast 5 to 7 days ahead, then again on the morning of the event. Keep party tents and parasols ready, and mark out a layout that still works if guests need to move indoors or under cover.
Count seating and serving equipment against the final guest list, not the original estimate. Allow one place setting per guest plus roughly 10% spare plates, glasses and cutlery for breakages or unexpected visitors.
Start chilling drinks at least 6 hours before guests arrive; large coolers may need longer. Test cooling materials beforehand and keep separate space for food, drinks and any items with dietary requirements.
Plan the final setup backwards from guest arrival. Allow at least 2 hours for tents, tables, chairs, lighting, buffet and bar stations, then leave 30 minutes to test the coffee equipment and sound system.

Frequently asked questions

How far in advance should I plan a camping season opening?: Set the date and programme at least 4 weeks ahead, especially if suppliers or reserved facilities are involved. Send invitations early and close registrations about 7 days before the event so food and seating numbers are accurate.
How much food and drink should I prepare for a campsite opening?: Base quantities on the final guest list and add around 10% spare portions for food and tableware. For drinks, plan roughly 2 to 3 drinks per person during the first hour, then adjust for the event length and weather.
When should I check the weather for an outdoor campsite opening?: Check the forecast 5 to 7 days before the event to confirm the layout and cover. Check again on the morning itself, when you can decide whether tents, parasols, extra cooling or a revised seating plan are needed.
How long does setup take for a camping season opening?: Allow at least 2 hours for furniture, party tents, lighting, decorations, food stations and the music area. Add another 30 minutes for equipment tests, final grocery checks and moving chilled drinks into place.

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.