How to organise a Camping Family Day
A Camping Family Day works best when you treat it as both a group outing and a small outdoor event. Start by securing the site and camping pitches, then build the guest list, meal plan and activity schedule around the facilities available. Confirm registrations and dietary requirements before buying food, and leave enough time for preparation on the day. The details most often missed are weather alternatives, emergency information, chilled drinks and a final site inspection.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
- 1
Set date and location
2 people
- 2
Reserve camping pitches
- 3
Send invitations
2 people
- 4
Process registrations
- 5
Collect dietary requirements
- 6
Check contact details
- 7
Create the program
2 people
- 8
Choose game activities
2 people
- 9
Put together the menu
2 people
- 10
Check the weather forecast
- 11
Determine the final number of participants
- 12
Check the shopping list
2 people
- 13
Do the shopping
3 people
- 14
Check stock of non-perishable products
2 people
- 15
Chill drinks
2 people
- 16
Wash and cut vegetables
3 people
- 17
Prepare salads
3 people
- 18
Prepare marinades
2 people
- 19
Sort game materials
2 people
- 20
Prepare name badges
2 people
- 21
Set up music
- 22
Print emergency numbers
- 23
Print weather plan
- 24
Fill coolers
3 people
- 25
Inspect the site
2 people
- 26
Place waste stations
2 people
- 27
Set up tables
4 people
- 28
Set up chairs
4 people
- 29
Build party tents
6 people
- 30
Lay out picnic blankets
2 people
- 31
Hang decorations
3 people
- 32
Hang string lights
3 people
- 33
Connect the music
2 people
- 34
Set up buffet tables
3 people
- 35
Set out tableware
2 people
- 36
Set up the drinks buffet
2 people
- 37
Check the barbecue
2 people
- 38
Set out herbs and sauces
2 people
- 39
Fill bread baskets
2 people
- 40
Arrange snacks
3 people
- 41
Mark vegetarian portions
2 people
- 42
Place allergen sign
- 43
Set up activity stations
4 people
- 44
Refill water stations
2 people
- 45
Check toilets
2 people
- 46
Put up the information board
Event
- 47
Staff the reception desk
2 people
- 48
Register guests
2 people
- 49
Hand out name badges
2 people
- 50
Serve welcome drinks
3 people
- 51
Serve coffee and tea
2 people
- 52
Supervise children's games
4 people
- 53
Guide traditional games
3 people
- 54
Serve snacks
3 people
- 55
Refill drinks
2 people
- 56
Empty trash bins
2 people
- 57
Light the barbecue
2 people
- 58
Prepare barbecue
3 people
- 59
Serve barbecue
5 people
- 60
Refill salads and bread
2 people
- 61
Serve diet meals
2 people
- 62
Clear tables
4 people
- 63
Run the kids’ disco
3 people
- 64
Check the campfire site
2 people
- 65
Facilitate the campfire
3 people
- 66
Hand out marshmallows
2 people
- 67
Refill coffee and tea
2 people
- 68
Serve the last round of drinks
2 people
- 69
Extinguish the campfire
3 people
- 70
See off guests
2 people
Aftercare
- 71
Collect tableware
3 people
- 72
Collect waste
3 people
- 73
Store food chilled
2 people
- 74
Safely shut down the barbecue
2 people
- 75
Clear tables and chairs
4 people
- 76
Take down party tents
6 people
- 77
Remove decorations
3 people
- 78
Collect game materials
3 people
- 79
Wash dishes
4 people
- 80
Clean the kitchen
3 people
- 81
Empty the coolers
2 people
- 82
Clean the grounds
4 people
- 83
Clean the restrooms
2 people
- 84
Dry and sort materials
3 people
- 85
Store supplies
2 people
- 86
Return rental items
2 people
- 87
Keep lost and found items
- 88
Distribute leftovers
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentqty 2
- Folding tableqty 8
- Folding chairqty 60
- Picnic tableqty 4
- Picnic blanketqty 10
- Buffet tableqty 3
- Waste binqty 6
- Cool boxqty 5
- Storage binqty 8
- Coat rackqty 2
Tableware
- Reusable plateqty 70
- Reusable bowlqty 50
- Reusable glassqty 100
- Coffee cupqty 40
- Mugqty 30
- Forkqty 70
- Knifeqty 70
- Spoonqty 70
- Serving spoonqty 12
- Serving platterqty 12
- Pitcherqty 8
- Thermosqty 6
Kitchen
- Cutting boardqty 6
- Chef's knifeqty 6
- Mixing bowlqty 6
- Measuring cupqty 3
- Kitchen tongsqty 6
- Barbecue tongsqty 4
- Barbecueqty 2
- Baking trayqty 2
- Food warmerqty 4
Equipment
- Bluetooth speakerqty 2
- Microphone
- Extension cordqty 4
- Power stripqty 4
- Power bankqty 4
- Kettleqty 3
- Coffee makerqty 2
- Portable coolerqty 2
Lighting
- String lightsqty 6
- LED lanternqty 8
- Headlampqty 6
- Battery lampqty 6
Sports equipment
- Soccerqty 3
- Volleyballqty 2
- Kubb setqty 2
- Tug of war rope
- Frisbeeqty 4
- Water balloonsqty 100
- Jump ropeqty 6
- Hoopqty 8
- Sjoelbak
- Ring toss setqty 2
Decorations
- Buntingqty 8
- Balloonsqty 80
- Table runnerqty 8
- Name badgeqty 70
- Chalkboardqty 3
- Chalk markerqty 6
- Table décorqty 8
- Tapeqty 6
Safety
- First aid kitqty 2
- Flashlightqty 4
- Reflective vestqty 6
- Fire blanketqty 2
- Fire extinguisherqty 2
- Barrier tapeqty 2
Cleaning
- Dishpanqty 4
- Dish brushqty 4
- Spongeqty 12
- Litter pickerqty 2
- Bucketqty 6
- Broomqty 4
- Floor squeegeeqty 2
- Towelqty 20
Other
- Notice board
- Pensqty 12
- Permanent markersqty 6
- Duct tapeqty 4
- Ropeqty 2
- Laundry basketqty 4
Catering
- Groceries
Tips
- Reserve the camping pitches before sending invitations, then set a firm registration deadline. Use the final participant count to plan seating, food, name badges and game groups rather than relying on estimates.
- Create the programme around fixed points such as arrival, meals and quiet time. Choose outdoor games that can be moved or shortened, and prepare a printed weather plan before the forecast becomes urgent.
- Collect dietary requirements with each registration and check them again when you confirm numbers. Prepare salads, marinades and cut vegetables in advance, but keep chilled food in cool boxes until it is needed.
- Check the weather forecast twice: once several days before the event and again on the morning itself. A party tent, picnic blankets and a clear indoor or covered fallback area prevent light rain from disrupting the whole day.
- Inspect the site before families arrive, including tables, chairs, waste bins, coolers and barbecue equipment. Print emergency numbers and place them where organisers can find them quickly, not in a bag that stays in the car.
Frequently asked questions
- How far in advance should I organise a Camping Family Day?
- Start at least 6 to 8 weeks ahead, especially if you need to reserve camping pitches. Send invitations after the date and location are confirmed, and set the registration deadline about 2 weeks before the event.
- How do I plan food for a Camping Family Day?
- Build the menu from the confirmed number of participants and collect dietary requirements before shopping. Buy non-perishable items first, then shop for fresh food 1 to 2 days before the event and prepare salads and vegetables as close to serving time as practical.
- When should I check the weather for a Camping Family Day?
- Check the forecast about 5 days before the event so you can adjust activities and supplies, then check again on the morning itself. Have the printed weather plan ready at least 1 day in advance.
- How many people should help set up a Camping Family Day?
- Plan for at least 3 organisers for a small group: one for the site and furniture, one for food and drinks, and one for registration and activities. Ask helpers to arrive 60 to 90 minutes before the first families.
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