How to organise a camping campfire night

Start by reserving the campsite and checking its fire rules before inviting anyone. Once registrations come in, collect dietary requirements and build the guest list around the available seating, food and camping space. In the final week, confirm the forecast, guests and suppliers, then shop for snacks, drinks and firewood. On the day, set up the safe fire area, lighting, tables and food stations before lighting the campfire.

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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
Send invitations
2
Process registrations
3
Collect dietary requirements
4
Reserve campsite
5
Check fire safety rules
6
Check the weather forecast
7
Create final guest list
8
Inform suppliers and guests
9
Do the shopping
2 people
10
Check the non-perishable stock
11
Clean coolers
12
Chill drinks
13
Prepare snacks
2 people
14
Set out marshmallows and bread skewers
15
Test equipment
16
Put together the music
17
Charge lighting
18
Store firewood dry and ready
2 people

Event

19
Inspect the grounds and fire pit
2 people
20
Secure off the fire area
2 people
21
Set up tables and chairs
3 people
22
Hang lighting
2 people
23
Set up food and drink stations
2 people
24
Set out tableware and cutlery
2 people
25
Light the campfire
2 people
26
Welcome guests
2 people
27
Give safety instructions
28
Serve snacks
2 people
29
Refill drinks
30
Maintain the campfire
2 people
31
Serve dinner
3 people
32
Hand out marshmallows
2 people
33
Remove waste regularly
34
See off guests
2 people

Aftercare

35
Completely extinguish the campfire
2 people
36
Clear tables and chairs
3 people
37
Pack lighting and equipment
2 people
38
Wash dishes
2 people
39
Clean the grounds
3 people
40
Sort and remove waste
2 people
41
Check stock and damage
42
Return borrowed items
2 people

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 40
Picnic blanketsqty 8
Cushionsqty 20
Waste binsqty 4

Equipment

Fire bowl
Logsqty 4
Kindlingqty 2
Long poker
Long Fire Tongs
Portable speaker
Coolersqty 3
Extension cordsqty 2

Tableware

Reusable platesqty 45
Reusable bowlsqty 45
Reusable cupsqty 60
Mugsqty 45
Cutlery setsqty 45
Serving spoonsqty 6
Pitchersqty 4

Kitchen

Cutting boardsqty 3
Chef's knivesqty 3
Serving plattersqty 8
Serving tongsqty 4
Barbecue tongsqty 3
Aluminum foilqty 2

Lighting

LED string lightsqty 4
Rechargeable lanternsqty 6

Safety

Fire extinguisher
Bucketsqty 4
First aid kit
Barrier tape

Cleaning

Dishpanqty 2
Spongesqty 6
Dish brushesqty 2
Microfiber clothsqty 8

Catering

Groceries

Tips

Check the campsite’s fire rules and weather forecast before you commit to the setup. Confirm the final forecast again on the morning of the event, because wind and dry conditions can change whether the fire is safe.
Keep firewood dry and ready before guests arrive. Store logs and kindling under cover, and place the fire extinguisher and filled buckets where they can be reached within a few seconds.
Plan drinks in two stages: chill the first batch before arrival and keep reserve drinks in clean coolers. This prevents warm drinks and repeated trips away from the campfire later in the evening.
Set up food and drink stations before lighting the fire. Put out reusable plates, bowls, cups, mugs and cutlery, then prepare snacks and place marshmallows and bread skewers where guests can reach them safely.
Test the speaker, extension cords and rechargeable lighting before sunset. Charge the lanterns and lights fully, and use LED string lights to mark paths, tables and the edge of the off-fire area.

Frequently asked questions

How far in advance should I book a campsite for a campfire night?: Book the campsite as soon as you have a likely date and guest count; aim for at least 4–6 weeks ahead. Popular weekends can fill earlier, so confirm the fire rules at the same time.
When should I send invitations for a camping campfire night?: Send invitations about 4 weeks before the event, with a registration deadline 10–14 days before it. Use the final responses to confirm dietary requirements, seating and the amount of food and drinks to buy.
When should I light the campfire?: Light the campfire only after the grounds and fire pit have been inspected, the off-fire area is secured and the safety equipment is in place. Aim for 30–45 minutes after guests arrive, once the food and drink stations are ready.
How much firewood do I need for a campfire night?: Plan enough dry logs and kindling for the full planned burn time, with a reserve rather than relying on a last-minute purchase. Check the campsite’s rules and expected burn duration first, then keep all spare wood dry and away from the fire.

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