What you need for a Christmas camp

A Christmas camp needs more than festive food and decorations. Plan for shared meals, hot drinks, chilled groceries, craft activities, a treasure hunt, and an evening film or music session. Reusable plates, bowls, cups, mugs and cutlery reduce waste, while serving equipment keeps food moving smoothly. Before shopping, confirm the final participant list and dietary requirements so you can calculate quantities instead of guessing. Check electrical equipment and extension leads before the camp, not when everyone is waiting for the film to start.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Buffet tablesqty 3
Stoolsqty 6

Tableware

Reusable platesqty 50
Reusable bowlsqty 50
Reusable cupsqty 60
Mugsqty 50
Cutlery setsqty 60
Serving spoonsqty 6
Cake scissorsqty 2

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Mixing bowlsqty 6
Serving plattersqty 8
Food warmersqty 4
Kettlesqty 3
Coffee machinesqty 2
Thermos flasksqty 4
Coolersqty 4
Kitchen scalesqty 2

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Microphone
Power stripsqty 5
Extension cordsqty 5
Charging cablesqty 6

Lighting

LED light stringsqty 6
LED lampsqty 8
Battery lanternsqty 6

Decorations

Christmas tree
Christmas baublesqty 40
Christmas garlandsqty 8
Poinsettiasqty 12
Table runnersqty 8
Pine branchesqty 10
Christmas wreathsqty 3
Name badgesqty 50
Christmas scene figurinesqty 6

Crafting

Apronsqty 25
Children's scissors setsqty 25
Craft matsqty 10
Craft binsqty 10
Glue gunsqty 4
Plate markersqty 12

Game materials

Conesqty 40
Diceqty 12
Music quiz cardsqty 50
Scavenger hunt signsqty 12
Flashlightsqty 12

Safety

First aid kit
Flashlights for escortingqty 6
Safety vestsqty 10
Emergency contact folder
Pictogram cardsqty 10

Cleaning

Bucketsqty 4
Mopsqty 4
Dustpan and brushqty 3
Cleaning glovesqty 8
Microfiber clothsqty 20
Trash binsqty 8

Groceries

Groceries
- Christmas bread - 4 pieces
- Mini bake-off rolls - 60 pieces
- Whole grain bread - 8 loaves
- White rolls - 40 pieces
- Herb butter - 6 tubs
- Unsalted butter - 2 packs
- Young cheese - 2.5 kilos
- Aged cheese - 1.5 kilos
- Back ham - 1.5 kilos
- Chicken breast topping - 1 kilo
- Hummus - 6 tubs
- Peanut butter - 2 jars
- Chocolate spread - 2 jars
- Strawberry jam - 2 jars
- Eggs - 30 pieces
- Semi-skimmed milk - 12 liters
- Plant-based milk - 4 liters
- Yogurt - 5 liters
- Muesli - 2 kilo
- Oatmeal - 2 kilos
- Potatoes - 8 kilos
- Rice - 4 kilos
- Pasta - 5 kilos
- Diced tomatoes - 12 cans
- Passata - 6 packs
- Tomato paste - 6 cans
- Ground beef - 4 kilo
- Vegetarian mince - 2 kilos
- Chicken breast - 3 kilo
- Carrots - 3 kilos
- Bell peppers - 20 pieces
- Zucchini - 8 pieces
- Onions - 3 kilos
- Garlic - 6 bulbs
- Mushrooms - 2 kilos
- Peas - 3 kilos
- Corn - 8 cans
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilos
- Mixed lettuce - 12 bags
- Apples - 50 pieces
- Bananas - 40 pieces
- Mandarins - 50 pieces
- Grapes - 4 kilos
- Raisins - 1 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Popcorn kernels - 2 kilos
- Snack mix - 4 bags
- Cookies - 10 packs
- Gingerbread - 6 packs
- Chocolate bars - 50 pieces
- Marshmallows - 4 bags
- Chocolate drink - 10 liters
- Coffee - 2 packs
- Tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilos
- Honey - 2 jars
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Multivitamin juice - 8 cartons
- Spa Blauw - 8 bottles
- Sparkling water - 6 bottles
- Lemons - 12 pieces
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Garlic sauce - 2 bottles
- Olive oil - 2 bottles
- Cooking oil - 2 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Curry powder - 1 jar
- Vegetable stock - 2 boxes
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper napkins - 300 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Dishwasher tablets - 40 pieces
- Hand soap - 6 dispensers
- Hand sanitizer - 4 bottles
- Tissues - 10 boxes
- Containers with lids - 20 pieces
- Drinking straws - 100 pieces
- Coffee filters - 2 packs
- Disposable teaspoons - 100 pieces
- Craft card - 100 sheets
- Colored paper - 200 sheets
- Marker pens - 10 boxes
- Colored pencils - 10 boxes
- Glue sticks - 30 pieces
- Glitter - 10 jars
- Craft stickers - 20 sheets
- Washi tape - 20 rolls
- White paint - 2 liters
- Red paint - 2 liters
- Green paint - 2 liters
- Paintbrushes - 30 pieces
- Takeaway coffee cups - 50 pieces

Tips

For the first hour, allow 2–3 drinks per participant, then plan 1 drink per person for each additional hour. Include both hot and cold options, and keep milk and other chilled products in coolers until they are needed.
Bring at least one complete plate, bowl, cup, mug and cutlery set per participant, plus 10% extra for breakages, dropped items and late additions. Count serving spoons separately; they are often forgotten when the buffet is prepared.
Use one cooler for chilled food and a second if drinks will be opened throughout the day. Label coolers clearly and keep them closed between servings so food does not warm up while people help themselves.
For the Christmas craft activity, pack materials in separate group-sized boxes and add 10% spare supplies. Prepare the activity before arrival, because distributing scissors, paper and decorations during the session can easily cost 15 minutes.
Test the laptop, projector, screen, speakers and microphone together at least 24 hours before the camp. Pack power strips, extension cords and charging cables in one labelled equipment box, and check that the venue has enough sockets.

Frequently asked questions

How much food and drink do I need for a Christmas camp?: Start with the confirmed participant list and add 10% for staff and small changes. For drinks, allow 2–3 per person in the first hour and 1 per person for every hour after that; calculate meals separately according to the number of servings planned.
How many plates, cups and mugs should I buy for a Christmas camp?: Provide one plate, bowl, cup, mug and cutlery set per participant, then add 10% spare. For 30 participants, that means 33 of each item where possible, plus extra serving spoons and platters.
When should I buy chilled food for a Christmas camp?: Buy chilled products no earlier than 1–2 days before the camp, unless the use-by date allows longer. Move them into coolers as soon as shopping is finished and keep them cold until serving.
What equipment do I need for a Christmas camp film or music session?: You need a laptop, projector, projection screen, speakers and, if announcements are needed, a microphone. Test the full setup at least 24 hours beforehand and pack power strips, extension cords and charging cables with it.

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