What you need for a camping stories evening
A camping stories evening needs more than food and a place to sit. Guests will arrive with different dietary needs, stay outdoors after dark, and need warm drinks, blankets and clear directions. Use the plan below to prepare the shopping and equipment in the right order. The quantities depend on your guest count, but a few simple ratios prevent the most common shortages: cups, seating, lighting and hot drinks.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 2
- Foldable tablesqty 6
- Folding chairsqty 45
- Benchesqty 4
- Blanketsqty 8
- Clothes racksqty 2
Tableware
- Platesqty 50
- Soup bowlsqty 50
- Glassesqty 60
- Mugsqty 50
- Cutlery setsqty 50
- Serving traysqty 8
Equipment
- Coolersqty 4
- Thermos flasksqty 6
- Portable speaker
- Wireless microphone
- Extension cordsqty 3
- Power stripsqty 2
- Fire pit
- Metal fire poker
- Buckets of waterqty 2
- Fire extinguisher
Kitchen
- Warmholding pansqty 2
- Cutting boardsqty 3
- Chef’s knives and bread knivesqty 4
- Serving spoonsqty 6
Lighting
- LED light stringsqty 4
- Rechargeable lanternsqty 8
- Flashlightsqty 4
Decorations
- Story cardsqty 60
- Chalkboardsqty 4
- Chalk markersqty 6
- Table runnersqty 6
- Blanketsqty 45
Cleaning
- Waste binsqty 6
- Dishpanqty 2
- Hand brush and dustpanqty 2
Catering
- Groceries
- Vegetable soup - 12 liters
- Whole grain bread - 8 loaves
- Baguettes - 10 pieces
- Butter - 1 kilo
- Hummus - 8 tubs
- Herb cream cheese - 8 tubs
- Young cheese - 2.5 kilos
- Back ham - 1.5 kilos
- Vegan spread - 1.5 kilo
- Cucumbers - 8 pieces
- Tomatoes - 2 kilos
- Carrots - 2 kilo
- Grapes - 3 kilos
- Apples - 40 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salted peanuts - 2 kilos
- Mixed nuts - 2 kilos
- Salty crackers - 8 packs
- Biscuits - 8 packs
- Marshmallows - 4 bags
- Ketchup - 2 bottles
- Mayonnaise - 2 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Sparkling water - 8 bottles
- Still water - 12 bottles
- Apple juice - 6 packs
- Beer - 48 bottles
- Non-alcoholic beer - 24 bottles
- Red wine - 8 bottles
- White wine - 6 bottles
- Coffee - 2 kilos
- Tea bags - 100 pieces
- Cocoa powder - 1 kilo
- Sugar - 1 kilo
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Ice cubes - 10 kilos
- Charcoal - 10 kilo
- Firewood - 3 bags
- Firelighters - 2 boxes
- Napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Liquid hand soap - 4 bottles
- Dish soap - 2 bottles
- Cleaning spray - 2 bottles
- Sponges - 6 pieces
- Garbage bags - 50 pieces
Tips
- Plan for 2–3 drinks per guest during the first hour, then add water and soft drinks for the rest of the evening. Chill drinks before guests arrive and keep a separate cooler for bottles that must stay cold.
- Allow one mug, glass, plate and cutlery set per guest, plus at least 10% extra. For 30 guests, that means 33 of each item; spare tableware is especially useful when people return for soup or snacks.
- Prepare roughly 300–400 ml of soup per person and keep at least two serving utensils available. Check dietary requirements before shopping so vegetarian, vegan or allergy-safe options are ready rather than improvised.
- Provide one blanket for every two guests, with several extra blankets near the seating area. After sunset, guests tend to take blankets at the same time, so storing them in one visible place avoids repeated requests.
- Use one rechargeable lantern or light source for each main activity area, plus flashlights for paths and parking. Test the portable speaker, wireless microphone, extension cords and power strips before dark, not during the first story.
Frequently asked questions
- How much food do I need for a camping stories evening?
- Plan 300–400 ml of soup per guest, plus snacks for the full evening. For 20 guests, prepare about 6–8 litres of soup and enough snacks for at least two serving rounds.
- How many blankets are needed for an outdoor story evening?
- Start with one blanket for every two guests and add 10–20% extra. For 30 guests, prepare at least 15 blankets, ideally 18 if the evening may turn cold.
- How many cups and glasses should I buy for 30 guests?
- Provide 33 mugs and 33 glasses for 30 guests, allowing 10% extra for dropped or misplaced items. Add enough plates and cutlery for a second serving of soup or snacks.
- When should I set up lighting for a camping stories evening?
- Set up and test the LED light strings, lanterns and extension cords at least 2 hours before guests arrive. Check paths, the registration table, seating area and fire pit again before sunset.
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