How to organise a campfire evening

A campfire evening works best when safety and comfort are arranged before guests arrive. Start by confirming the site, checking local fire regulations and sending invitations early enough to collect dietary requirements. On the day, keep firewood dry, prepare food and hot drinks before lighting the fire, and set up seating, lighting and waste stations in that order. A weather check and a simple backup plan prevent most last-minute problems.

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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
Confirm date and location
2
Check fire regulations
3
Check the campfire site
2 people
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Share the participant list
8
Check the weather forecast
9
Check the shopping list
10
Do the shopping
2 people
11
Store firewood dry
2 people
12
Chill drinks
2 people
13
Prepare snacks
3 people
14
Set aside vegetarian snacks
15
Set up the coffee and tea station
2 people
16
Clear the campfire area
3 people
17
Set up tables
3 people
18
Set up chairs and benches
3 people
19
Hang lighting
2 people
20
Set out tableware and cutlery
2 people
21
Set up waste stations
2 people
22
Set out firefighting equipment
2 people

Event

23
Safely light the campfire
2 people
24
Welcome guests
3 people
25
Register attendance
26
Explain safety rules
27
Serve snacks
2 people
28
Serve coffee and tea
2 people
29
Refill drinks
2 people
30
Add firewood as needed
2 people
31
Monitor the campfire and surrounding area
2 people
32
Serve dinner and sandwiches
3 people
33
Collect waste along the way
2 people
34
Manage music and game materials
35
See off guests
2 people

Aftercare

36
Completely extinguish the campfire
3 people
37
Take down tables and chairs
3 people
38
Collect tableware
2 people
39
Wash kitchen equipment
3 people
40
Leave the venue clean
3 people
41
Dispose of waste
2 people
42
Store materials dry
2 people
43
Return borrowed materials
2 people

What to bring

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

Furniture

Beer tablesqty 6
Folding chairsqty 40
Wooden benchesqty 6
Waste binsqty 4
Clothes racksqty 2

Equipment

Coolersqty 4
Bluetooth speaker
Extension cordsqty 2
Power stripsqty 2
Gas fire extinguisherqty 2

Lighting

String lightsqty 4
Rechargeable lampsqty 6
Flashlightsqty 4
Spare batteriesqty 12

Kitchen

Coffee maker
Kettle
Cutting boardsqty 3
Kitchen knivesqty 3
Serving traysqty 6
Thermos flasksqty 4

Tableware

Reusable cupsqty 60
Reusable platesqty 50
Reusable cutleryqty 60
Coffee cupsqty 40
Serving tongsqty 6

Decorations

Campfire pokerqty 2
Wooden seating logsqty 12
Buntingqty 4
Chalkboardqty 2

Cleaning

Bucketsqty 4
Spongesqty 6
Dish brushesqty 3
Hand broomsqty 2
Fire blanketsqty 2

Catering

Groceries

Tips

Check fire regulations and inspect the campfire site at least 7 days beforehand. Clear a safe area, confirm where guests can sit, and place firefighting equipment and buckets where they are easy to reach.
Send invitations 2–3 weeks before the evening and set a registration deadline about 5 days before it. Use the final participant list to plan seating, snacks and drinks, including vegetarian options and other dietary requirements.
Keep firewood covered and dry until the event, then chill drinks and prepare snacks before guests arrive. Set aside vegetarian snacks separately so they are not mixed with general serving food.
Begin setup about 2 hours before arrival: arrange tables, chairs and benches first, then hang string lights and place rechargeable lamps or flashlights along paths. Test extension cords and spare batteries before it gets dark.
Light the campfire only after the area is clear, the safety equipment is in place and the first-aid or emergency arrangements are known. Check the forecast again on the day and decide in advance when rain or strong wind means postponing or changing the plan.

Frequently asked questions

How far in advance should I plan a campfire evening?: Confirm the location and fire regulations at least 7 days ahead. Send invitations 2–3 weeks before the event and close registrations around 5 days beforehand so food, seating and drinks can be adjusted.
How much time do I need to set up a campfire evening?: Allow about 2 hours for setup before guests arrive. Use the first hour for furniture, lighting and waste stations, then reserve the final 30–45 minutes for food, drinks, safety equipment and the fire area.
When should I check the weather for a campfire evening?: Check the forecast 48 hours before the event and again on the morning of the evening. Make the final decision about outdoor seating and lighting at least 4 hours before guests arrive.
What should I prepare before lighting the campfire?: Clear the campfire area, place firefighting equipment and buckets nearby, and make sure the firewood is dry. Prepare snacks, drinks, hot coffee and tea first, then light the fire only when the area and seating are ready.

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