What to Buy for a Camping Seminar
A camping seminar needs more than presentation materials and a place to sleep. You will need shelter for sessions, reliable power for the projector and microphone, and enough serving equipment for meals and hot drinks. Plan food and drinks around the number of registered participants, then add a small buffer for late arrivals and second servings. Check dietary requirements before shopping, and pack weather-proof storage so worksheets, cables and food stay usable outdoors.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 2
- Foldable tablesqty 8
- Folding chairsqty 60
- Beer table setsqty 4
- Registration desk
- Buffet tablesqty 3
- Waste binsqty 6
Equipment
- Projector
- Projection screen
- Laptop
- Portable speakerqty 2
- Wireless microphoneqty 2
- Extension cordsqty 4
- Power stripsqty 4
- Power banksqty 4
- Cable reelsqty 2
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Hot drink urnsqty 4
- Coolersqty 4
- Cutting boardsqty 4
- Chef’s knives and bread knivesqty 6
- Serving spoonsqty 6
- Serving plattersqty 8
- Food warmersqty 4
Tableware
- Reusable platesqty 70
- Reusable bowlsqty 60
- Reusable cupsqty 120
- Coffee cupsqty 70
- Knivesqty 70
- Forksqty 70
- Spoonsqty 70
- Teaspoonsqty 70
Decorations
- Name card holdersqty 60
- Program boardsqty 6
- Route signsqty 8
- Chalkboardsqty 4
- Tableclothsqty 10
Lighting
- String lightsqty 6
- LED lanternsqty 10
- Battery lampsqty 6
Seminar materials
- Flip chartsqty 4
- Flipchart padsqty 6
- Markersqty 24
- Pensqty 70
- Notebooksqty 60
- Worksheetsqty 70
- Name badgesqty 60
- Sticky notesqty 12
- Painter's tapeqty 6
Camping
- Conesqty 20
- Barrier tapeqty 2
- Herringqty 40
- Rubber malletsqty 4
- Campfire basket
- Logsqty 2
- Fire blanketsqty 2
Safety
- First aid kitsqty 2
- Flashlightsqty 6
- Batteriesqty 24
Cleaning
- Washing-up basinsqty 3
- Dish brushesqty 4
- Spongesqty 12
- Tea towelsqty 12
- Towelsqty 8
Catering
- Groceries
- Coffee beans - 2 kilos
- Tea bags - 150 pieces
- Black tea - 50 bags
- Herbal tea - 50 bags
- Green tea - 50 bags
- Sugar - 2 kilos
- Sweeteners - 200 pieces
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Sparkling mineral water - 12 bottles
- Flat mineral water - 24 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Ice cubes - 12 bags
- Baguettes - 12 pieces
- Whole grain bread - 8 loaves
- Ciabatta - 8 pieces
- Butter - 1 kilo
- Margarine - 1 kilo
- Young cheese - 2 kilos
- Aged cheese - 2 kilo
- Hummus - 1.5 kilos
- Cream cheese - 1 kilo
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Cold cuts - 2 kilos
- Eggs - 60 pieces
- Herb cheese - 1 kilo
- Baby potatoes - 8 kilo
- Rice - 5 kilo
- Pasta - 5 kilos
- Tomatoes - 5 kilos
- Cucumbers - 12 pieces
- Bell peppers - 20 pieces
- Zucchini - 12 pieces
- Mushrooms - 3 kilo
- Carrots - 3 kilos
- Red onions - 2 kilos
- Yellow onions - 2 kilos
- Garlic - 10 bulbs
- Mixed lettuce - 3 kilos
- Avocados - 20 pieces
- Corn - 12 cans
- Kidney beans - 12 cans
- Chickpeas - 12 cans
- Diced tomatoes - 16 cans
- Passata - 8 packs
- Coconut milk - 8 cans
- Vegetable stock - 2 boxes
- Vegetable burgers - 60 pieces
- Hamburger buns - 70 pieces
- Tzatziki - 2 kilo
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Chili sauce - 2 bottles
- Olive oil - 2 liters
- Sunflower oil - 2 liters
- Salt - 1 kilo
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Curry powder - 250 grams
- Italian herbs - 250 grams
- Cumin - 150 gram
- Chili powder - 100 gram
- Balsamic vinegar - 1 bottle
- Apples - 60 pieces
- Bananas - 60 pieces
- Grapes - 6 kilos
- Oranges - 40 pieces
- Muesli bars - 80 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Salted peanuts - 4 bags
- Rice cakes - 6 packs
- Popcorn - 3 bags
- Marshmallows - 6 bags
- Cookies - 8 packs
- Vegan cookies - 4 packs
- Paper napkins - 500 pieces
- Baking paper - 2 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 12 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant spray - 2 bottles
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Trash bags - 100 pieces
- Compostable bags - 50 pieces
- Toilet paper - 48 rolls
- Tissues - 20 packs
Tips
- Plan two to three drinks per person for the first hour, then one drink per person per additional hour. Include water, coffee and tea as well as any other drinks on the programme.
- Allow at least one plate, bowl, cup, coffee cup, knife and other required serving item per participant, plus 10% extra. Reusable tableware is easy to underestimate when people return for seconds.
- Count power connections before loading the equipment. A projector, laptop, speaker, microphone, coffee machines and kettles may need separate outlets, so bring extension cords, power strips and cable reels rather than relying on one socket.
- Buy snacks that can be served without complicated preparation between sessions. Prepare enough for one portion per participant per break, and keep chilled items in coolers until they are needed.
- Pack weather protection for both people and materials. Party tents, waste bins, covered tables and waterproof containers help when rain starts during registration, lunch or an outdoor session.
Frequently asked questions
- How much food do I need for a camping seminar?
- For a full-day seminar, plan one substantial lunch per participant and one snack portion for each scheduled break. Add about 10% extra food for larger appetites, late registrations and dietary substitutions.
- How many drinks should I buy for a camping seminar?
- Use two to three drinks per person for the first hour and one per person for every additional hour. For an eight-hour day, that means roughly 9 to 10 drinks per participant, including water, coffee and tea.
- What equipment do I need for seminar presentations outdoors?
- Bring a projector, projection screen, laptop, portable speaker and wireless microphone, along with extension cords, power strips and cable reels. Test the complete setup at least one day before the seminar.
- When should I buy supplies for a camping seminar?
- Buy non-perishable food, tableware and equipment at least 3 to 7 days before the event. Purchase fresh food one day before, then check coolers, power banks and the loading list on the morning of departure.
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