What to bring for a camping volunteer day

A camping volunteer day needs more than tools and packed lunches. You will also need a reliable setup for registration, shared meals, drinks, changing weather and clearly marked work areas. Use the plan’s shopping list to gather serving equipment, cooking supplies, lighting, signs and team tools before volunteers arrive. Check dietary requirements and the final headcount first, then buy or borrow quantities based on the number of people attending and the length of the workday.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 50
Buffet tablesqty 3
Waste binsqty 6

Tableware

Reusable platesqty 50
Reusable bowlsqty 50
Reusable cupsqty 70
Reusable cutleryqty 70
Serving spoonsqty 8
Scissorsqty 3

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 4
Barbecuesqty 2
Food warmersqty 3
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4

Equipment

Extension cordsqty 4
Power stripsqty 4

Lighting

LED lampsqty 6
Battery lanternsqty 6

Decorations

Welcome sign
Route signsqty 8
Tableclothsqty 8
Name stickersqty 60

Sports equipment

Scoopsqty 8
Rakesqty 8
Pruning shearsqty 6
Wheelbarrowsqty 4
Work bucketsqty 8
Work glovesqty 30
Safety gogglesqty 20
Hearing protectionqty 10
Measuring tapesqty 4
Rope rollsqty 4
Barrier tapeqty 6

Cleaning

Broom setsqty 4
Mopsqty 4
Bucketsqty 6
Dish brushesqty 4
Hand soap dispensersqty 4

Catering

Groceries
- Coffee - 4 packs
- Tea - 3 boxes
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Sparkling water - 6 bottles
- Still water - 12 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Lemons - 12 pieces
- Bitterballen - 4 kilo
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted peanuts - 2 bags
- Cucumbers - 8 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilo
- Hummus - 6 tubs
- Baguettes - 10 pieces
- Herb butter - 8 tubs
- Hamburger buns - 60 pieces
- Hamburgers - 60 pieces
- Vegetarian burgers - 15 pieces
- Vegan burgers - 10 pieces
- Chicken satay skewers - 40 pieces
- Corn on the cob - 30 pieces
- Potato salad - 5 kilos
- Pasta salad - 5 kilos
- Mixed salad - 5 kilos
- Ketchup - 3 bottles
- Mayonnaise - 3 jars
- Mustard - 2 bottles
- Barbecue sauce - 3 bottles
- Garlic sauce - 3 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Olive oil - 2 bottles
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Napkins - 200 pieces
- Trash bags - 3 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 2 packs
- Rubber gloves - 6 pairs
- Toilet paper - 24 rolls
- Hand sanitizer - 4 bottles
- Bandages - 2 boxes
- Mosquito spray - 4 bottles

Tips

Plan drinks for the working schedule, not just the meal: allow 2–3 drinks per person during the first hour, then about 1 drink per person per hour. Chill the first batch before volunteers arrive and keep a second batch in coolers.
Prepare food for the confirmed attendance list plus 5–10% extra, especially for bread, salad and vegetarian portions. Confirm dietary requirements at least 3 days before shopping so substitutions are not arranged at the last minute.
Count reusable plates, bowls, cups and cutlery against the final headcount, then add 10% spare. Shared meals often use more bowls and serving spoons than expected, particularly when hot food, salads and toppings are served separately.
Do not leave lighting and power equipment until setup time. Test extension cords, power strips, coffee machines and kettles the day before, and keep battery lanterns available for paths, work areas and toilets if the event runs late.
Pack signs and site equipment together by location: welcome sign and name stickers at registration, route signs at access points, and rakes, scoops and pruning shears with the assigned teams. Put waste bins beside the buffet and at each main work area rather than in one central spot.

Frequently asked questions

What food and drink do I need for a camping volunteer day?: Use the confirmed attendance list and buy 5–10% extra food for unexpected guests or larger portions. Allow 2–3 drinks per person in the first hour, then about 1 drink per person per hour, with extra water for outdoor work.
How many reusable cups, plates and cutlery should I bring?: Bring one complete set per attendee plus 10% spare. For 40 volunteers, that means at least 44 cups, plates and cutlery sets, with extra bowls and serving spoons if you serve separate salads or toppings.
When should I prepare the camping volunteer day shopping list?: Make the first list at least 7 days before the event so you can reserve deliveries, borrow equipment and check material needs. Finalise quantities 3 days before the event, after dietary requirements and registrations are confirmed.
What equipment is easy to forget for a volunteer day at a campsite?: Power and lighting are commonly missed: test extension cords, power strips, LED lamps and battery lanterns at least 1 day beforehand. Also check waste bins, route signs and team tools before loading the equipment.

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