What to buy for a camping staff day

A camping staff day needs more than food and drinks. You will need serving equipment for the buffet and barbecue, coolers for chilled products, reusable tableware, lighting and enough camping gear for anyone staying overnight. Plan quantities from the confirmed participant list, then check dietary requirements before shopping. Buy chilled food as close to the event as possible, and allow time to collect materials and test power, sound and lighting before guests arrive.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 40
Beer benchesqty 4
Buffet tablesqty 2

Camping

Sleeping tentsqty 10
Sleeping matsqty 30
Camping chairsqty 10

Tableware

Reusable platesqty 45
Reusable bowlsqty 45
Reusable cupsqty 60
Cutlery setsqty 45
Serving plattersqty 8
Coffee potsqty 4

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 6
Barbecue tongsqty 4
Serving spoonsqty 6

Equipment

Barbecuesqty 2
Coolersqty 4
Portable speakers
Extension cordsqty 2
Power stripsqty 4

Lighting

String lightsqty 6
Camping lampsqty 8

Sports equipment

Volleyball net
Volleyballsqty 2
Frisbeesqty 3
Badminton setsqty 2
Pétanque setsqty 2
Marker conesqty 12

Decorations

Buntingqty 6
Tableclothsqty 6

Cleaning

Waste binsqty 6
Dishpanqty 2
Hand broomsqty 2

Safety

First aid kit
Fire extinguishersqty 2

Catering

Groceries
- Beef burgers - 35 pieces
- Vegetarian burgers - 10 pieces
- Barbecue sausages - 35 pieces
- Chicken skewers - 35 pieces
- Hamburger buns - 45 pieces
- Hot dog buns - 40 pieces
- Vegetarian skewers - 15 pieces
- Cheddar slices - 40 pieces
- Iceberg lettuce - 4 heads
- Tomatoes - 3 kilograms
- Cucumbers - 4 pieces
- Red onions - 1 kilogram
- Bell peppers - 2 kilograms
- Mushrooms - 1,5 kilogram
- Corn on the cob - 30 pieces
- Potato salad - 4 kilogram
- Pasta salad - 4 kilograms
- Mixed green salad - 3 kilograms
- Baguettes - 8 pieces
- Herb butter - 6 tubs
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Barbecue sauce - 2 bottles
- Garlic sauce - 2 bottles
- Olive oil - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Barbecue spice mix - 2 jars
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted peanuts - 2 bags
- Olives - 4 jars
- Grapes - 3 kilograms
- Apples - 30 pieces
- Brownies - 40 pieces
- Marshmallows - 4 bags
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 1 kilogram
- Milk - 6 liters
- Oat milk - 3 liters
- Spa Blauw - 6 bottles
- Sparkling water - 4 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Ice tea - 3 bottles
- Fruit juice - 4 cartons
- Alcohol-free beer - 2 crates
- Beer - 4 crates
- White wine - 6 bottles
- Red wine - 4 bottles
- Barbecue charcoal - 4 bags
- Firelighters - 2 boxes
- Dish soap - 2 bottles
- Sponges - 6 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Hand soap - 3 bottles
- Wet wipes - 4 packs

Tips

Count one reusable plate, bowl, cup and cutlery set per person, then add 10% extra for breakages, dropped items and second helpings. Pack serving platters, serving spoons and coffee pots separately so they do not get buried under food.
For drinks, plan two to three drinks per person for the first hour, then one drink per person per hour. Use at least two coolers so drinks and food can be kept separate, and chill drinks before guests arrive.
Match overnight equipment to the final registration list: one sleeping tent and sleeping mat per person who stays, plus a small reserve of spare bedding if someone arrives without their planned gear. Keep camping chairs separate from sleeping equipment for easier setup.
Allow one barbecue or cooking station for every 15 to 20 people if hot food is served in one sitting. Bring dedicated barbecue tongs, cutting boards and kitchen knives, and keep raw and cooked food on separate platters.
Plan lighting before sunset: use string lights around the main area and at least one camping lamp near the buffet, bar and tent area. Add extension cords and power strips only where they can stay dry and out of walking routes.

Frequently asked questions

How much food and drink do I need for a camping staff day?: Use the confirmed participant list and plan two to three drinks per person for the first hour, followed by one per person per hour. For food, allow one main barbecue portion per person, plus snacks and around 10% extra for second helpings and late additions.
How many camping tents and sleeping mats do I need?: Count everyone who will stay overnight and provide one sleeping tent space and one sleeping mat per person. Confirm the overnight list at least 7 days before the staff day so missing equipment can be arranged in time.
When should I buy chilled food for a camping staff day?: Buy shelf-stable food and drinks 1 to 3 days beforehand, then collect chilled products on the event day or the day before. Keep chilled food in coolers until the barbecue or buffet is ready.
What lighting and power equipment is needed for an outdoor staff day?: Use string lights for the main gathering area and at least one camping lamp for each practical zone, such as the buffet, bar and sleeping tents. Test speakers, extension cords and power strips at least 2 hours before guests arrive, and keep all connections dry.

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