How to organise a campervan meet-up

A campervan meet-up needs more than a campsite and a group chat. You need a clear arrival process, enough space for vehicles, reliable parking information and a food plan that works for different dietary needs. Start by fixing the date and programme, then secure the campsite before sending invitations. In the final week, confirm registrations, share the route and parking rules, and check every item needed for reception, meals, lighting and power.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Set the date and program
2 people
2
Reserve campsite
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Update participant list
7
Send out the route and parking rules
8
Calculate meal quantities
9
Check the shopping list
2 people
10
Do the shopping
2 people
11
Chill drinks
2 people
12
Check stock and materials
2 people
13
Prepare participant folders
2 people
14
Inspect venue
2 people
15
Mark parking spaces
2 people
16
Set up the reception table
2 people
17
Build party tents
4 people
18
Set up tables and chairs
3 people
19
Hang lighting
2 people
20
Put up route signs
2 people
21
Set up coffee station
2 people
22
Set up buffet area
3 people
23
Prepare vegetables and salads
3 people
24
Light the barbecue
2 people
25
Lay out the welcome pack
26
Prepare reception
2 people

Event

27
Receive participants
3 people
28
Guide camper vans to their spots
2 people
29
Serve welcome coffee
2 people
30
Register the participant list
31
Explain the program
32
Campervan tour
2 people
33
Refill coffee and tea
2 people
34
Refill drinks
2 people
35
Set out snacks
2 people
36
Prepare the barbecue
3 people
37
Serve the buffet
3 people
38
Collect trash and tableware throughout
2 people
39
Support the evening program
2 people
40
Check the lighting
41
Handle the final drink round
2 people
42
Say goodbye to participants
2 people

Aftercare

43
Safely extinguish barbecue
2 people
44
Clear tables and chairs
3 people
45
Take down party tents
4 people
46
Wash dishes
2 people
47
Sort and remove waste
2 people
48
Clean the venue
3 people
49
Remove route signs
2 people
50
Inventory materials
2 people
51
Empty coolers
2 people
52
Store materials dry
2 people
53
Set out return materials
54
Return borrowed materials
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 36
Buffet tablesqty 3
High tablesqty 4
Tableclothqty 8

Tableware

Reusable platesqty 40
Reusable bowlsqty 40
Reusable glassesqty 60
Coffee cupsqty 40
Cutlery setsqty 40
Serving spoonsqty 8

Kitchen

Barbecueqty 2
Barbecue tongsqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Mixing bowlsqty 6
Serving plattersqty 8
Thermos flasksqty 4

Equipment

Coolersqty 4
Extension cordsqty 4
Power stripsqty 4
Portable speaker
Power banksqty 4
Clipboardsqty 4
Walkie-talkiesqty 4

Lighting

String lightsqty 4
LED lanternsqty 8

Decorations

Welcome sign
Route signsqty 6
Conesqty 12
Table numbersqty 8
Name badgesqty 40
Waterproof markersqty 6

Cleaning

Waste binsqty 6
Trash bag holdersqty 6
Dishpanqty 2
Dish brushesqty 4
Hand brush and dustpanqty 2
Bucketsqty 3

Catering

Groceries

Tips

Reserve the campsite before opening registrations. Confirm the number and size of parking spaces, access times, power availability and any rules for tents, barbecues and evening noise.
Close registrations early enough to calculate food and seating. Set a firm deadline at least 7 days before arrival, then update the participant list with dietary requirements and vehicle details.
Send the route, entrance instructions and parking rules no later than 3 days before the meet-up. Include where reception is located and what drivers should do if they arrive after dark.
Plan setup in zones rather than doing everything at once: mark parking spaces first, then build the party tents, place tables and chairs, and set up reception, coffee and buffet areas. Leave at least 60 minutes before the first arrivals for signage and a final safety check.
Prepare the food and welcome materials before guests arrive. Chill drinks several hours ahead, keep coffee equipment ready, and put route signs, table numbers and welcome packs where people can find them without asking.

Frequently asked questions

How far in advance should I book a campsite for a campervan meet-up?: Book the campsite as soon as you have a likely date and estimated group size, preferably 8 to 12 weeks ahead. Popular weekends and sites with suitable vehicle pitches can fill up quickly.
When should I send invitations for a campervan meet-up?: Send invitations after the date, programme and campsite are confirmed, usually 6 to 8 weeks before the event. Give guests a registration deadline at least 7 days before arrival so you can calculate meals and update the parking plan.
How much food and drink do I need for a campervan meet-up?: Count one meal per registered guest and add about 10% for unexpected portions or late additions. For the first hour, allow two to three drinks per person, then check the total against the confirmed participant list and dietary requirements.
What should I do on the morning of the campervan meet-up?: Allow at least 2 hours for the final setup. Mark parking spaces, put up route signs, assemble reception and buffet areas, chill remaining drinks, test lighting and power, and prepare the welcome packs before arrivals begin.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.