What to buy for a caravan club meeting

A caravan club meeting needs more than barbecue food and drinks. Plan for a shared buffet, hot coffee, outdoor seating, changing weather and enough serving equipment for everyone to eat without queuing. Confirm attendance and dietary requirements before you shop, then match quantities to the final participant list. This guide highlights the items that are often forgotten or left until setup day, including cooling, power, name badges and food-safety equipment.

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What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 45
Party tentsqty 2
Coat racksqty 2
Tableclothsqty 6

Tableware

Dinner platesqty 50
Dessert platesqty 50
Soup bowlsqty 50
Coffee cupsqty 50
Drinking glassesqty 60
Wine glassesqty 45
Cutlery setsqty 50
Serving spoonsqty 10
Serving tongsqty 8
Serving traysqty 6

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 6
Mixing bowlsqty 4
Measuring cupsqty 2
Food thermometersqty 2

Equipment

Barbecuesqty 2
Coffee machinesqty 2
Hot water kettlesqty 2
Coolersqty 4
Extension cordsqty 4
Power stripsqty 3

Lighting

String lightsqty 4

Decorations

Party buntingqty 6
Table decorationsqty 6
Name badgesqty 50

Activities

Route mapsqty 45
Program sheetsqty 50
Quiz formsqty 50
Ballpoint pensqty 50

Cleaning

Waste binsqty 4
Broomqty 2
Dustpan and brushqty 2
Mop headsqty 2
Bucketsqty 2

Catering

Groceries
- Coffee - 2 kilograms
- Tea - 2 boxes
- Sugar - 1 kilogram
- Milk - 8 liters
- Coffee milk - 2 bottles
- Mineral water - 24 bottles
- Sparkling water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Lemonade syrup - 3 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Beer - 96 cans
- Alcohol-free beer - 24 cans
- Rosé - 6 bottles
- White wine - 6 bottles
- Red wine - 6 bottles
- Herbal tea - 2 boxes
- Hamburger buns - 50 pieces
- Baguettes - 8 pieces
- Herb butter - 4 tubs
- Beef burger patties - 4 kilograms
- Barbecue sausages - 5 kilograms
- Chicken skewers - 3 kilograms
- Vegetarian burgers - 2 kilograms
- Meat skewers - 2 kilogram
- Potato salad - 5 kilograms
- Pasta salad - 4 kilograms
- Mixed salad - 3 kilogram
- Tomatoes - 3 kilograms
- Cucumbers - 4 pieces
- Red onions - 2 kilograms
- Pickles - 3 jars
- Sliced cheese - 3 kilograms
- Lettuce - 6 heads
- Ketchup - 3 bottles
- Mayonnaise - 3 bottles
- Mustard - 2 jars
- Garlic sauce - 3 bottles
- Barbecue sauce - 3 bottles
- Satay sauce - 3 jars
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salted peanuts - 2 kilograms
- Olives - 3 jars
- Grapes - 4 kilograms
- Apples - 40 pieces
- Melons - 4 pieces
- Ice - 5 liters
- Lemons - 2 kilograms
- Barbecue charcoal - 10 kilograms
- Firelighters - 2 boxes
- Aluminum foil - 4 rolls
- Cling film - 2 rolls
- Napkins - 200 pieces
- Dish soap - 2 bottles
- Sponges - 2 packs
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Garbage bags - 50 pieces
- Hand soap - 3 bottles
- Disinfecting wipes - 3 packs

Tips

Plan around the final guest count and buy serving supplies with a small buffer: plates, cups, glasses and cutlery should cover every registered participant plus roughly 10% extra.
For a barbecue and buffet, prepare separate equipment for raw and cooked food. Pack cutting boards, kitchen knives, mixing bowls, serving tongs and a food thermometer before collecting the meat and salads.
Chill drinks several hours before arrival, not just during setup. Bring coolers with enough space for bottles and cans, and keep drinking water available throughout the meeting.
Coffee service is easy to underestimate. Check the coffee machines and hot-water kettles in advance, then pack coffee cups, spoons or stirrers, sugar and milk for the expected number of guests.
Outdoor meetings often run short on practical infrastructure rather than food. Check party tents, tables, chairs, coat racks, extension cords and power strips at least one day before the meeting, and pack lighting if the program continues after dark.

Frequently asked questions

What food should I buy for a caravan club meeting?: Buy barbecue food, salads, bread or other buffet sides, dessert, and breakfast-style supplies if the program starts early. Base quantities on the final participant list and add about 10% for seconds and unexpected guests.
How many drinks do I need for a caravan club meeting?: Allow two to three drinks per person for the first hour, then about one drink per person per additional hour. Add coffee, tea and water separately, and chill the drinks at least several hours before guests arrive.
How much tableware is needed for a caravan club meeting?: Provide one dinner plate, dessert plate, bowl, drinking glass, cup and cutlery set per person, with around 10% extra. Bring serving spoons, tongs and trays as well; these are commonly forgotten because they are not part of each place setting.
When should I prepare the shopping list for a caravan club meeting?: Create the first list about one week before the meeting, once the menu and expected attendance are clear. Check it again two days before shopping, then verify chilled food, drinks, power equipment and weather protection on the day before setup.

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