How to organise a camping information day

A camping information day combines registration, short presentations, practical guidance and a walk-through of the site. Start by fixing the date and programme, then confirm registrations, dietary requirements, camping pitches, speakers and guides before ordering supplies. On the day, visitors should be able to find the registration desk, information tables, coffee point and activity routes without asking for directions. Build in time for weather checks, equipment testing and setting up party tents before the first guests arrive.

Organize this event for free with Lizzt

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
Send invitations
2 people
3
Process registrations
4
Collect dietary requirements
5
Confirm registrations
6
Reserve camping pitches
7
Confirm speakers and guides
8
Check the weather forecast
9
Check the shopping list
2 people
10
Do the shopping
2 people
11
Collect materials
2 people
12
Assemble info packs
2 people
13
Prepare name badges
14
Make route signs
15
Chill drinks
2 people
16
Prepare snacks
3 people
17
Set up coffee station
2 people
18
Set up tables
4 people
19
Set up chairs
3 people
20
Build party tents
4 people
21
Set up registration desk
2 people
22
Set up information tables
4 people
23
Test sound and presentations
2 people
24
Hang decorations
2 people
25
Place route signs
2 people
26
Prepare information packs
2 people
27
Check the reception area
2 people

Event

28
Register visitors
3 people
29
Welcome visitors
2 people
30
Hand out information packs
2 people
31
Give a camping presentation
2 people
32
Guide tours
4 people
33
Answer questions at information tables
5 people
34
Serve coffee and tea
2 people
35
Refill drinks
2 people
36
Refill snacks
2 people
37
Serve light meals
4 people
38
Support the evening program
3 people
39
Wave goodbye to visitors
2 people

Aftercare

40
Collect waste
3 people
41
Wash dishes
3 people
42
Clear tables and chairs
4 people
43
Switch off equipment
2 people
44
Take down party tents
4 people
45
Clean the venue
4 people
46
Sort materials
2 people
47
Store leftover stock
2 people
48
Return borrowed materials
2 people
49
Archive registration details

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 60
Registration desk
Bar stoolsqty 4
Tableclothsqty 8

Tableware

Reusable cupsqty 80
Coffee cupsqty 60
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 10
Pitchersqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Portable speakersqty 2
Microphonesqty 2
Projector
Projection screen
Extension cordsqty 4
Power stripsqty 4

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 6
Thermos flasksqty 4

Decorations

Buntingqty 6
Camping postersqty 10
Notice boardsqty 4
Name badgesqty 70
Pensqty 20
Clipboardsqty 6
Directional signsqty 12

Lighting

String lightsqty 4
Battery lanternsqty 6

Cleaning

Waste binsqty 6
Washing-up bowlsqty 3
Cleaning clothsqty 12
Hand soap dispensersqty 4

Catering

Groceries

Tips

Close registrations at least 3–5 days before the event so you can confirm numbers, dietary requirements, camping pitches and the quantities for snacks and drinks.
Create the visitor flow before setting up: place route signs from the entrance to registration, then on to the information tables, presentations and camping areas. Check the full route on foot once.
Allow at least 2 hours for site setup. Set up party tents, tables, chairs, the registration desk and information tables before putting out badges, information packs and refreshments.
Test the projector, screen, portable speakers, microphones, extension cords and power strips at least 60 minutes before the programme starts. A presentation that worked indoors may fail outside because of power or sound problems.
Plan refreshments by service point rather than as one large table: chill drinks, prepare snacks, set up the coffee machines and kettles, and keep reusable cups, plates and serving utensils together.

Frequently asked questions

How far in advance should I plan a camping information day?: Fix the date and programme at least 6–8 weeks ahead, especially if you need to reserve camping pitches or confirm speakers and guides. Send invitations early enough to leave at least 2 weeks for registrations.
When should registrations close for a camping information day?: Close registrations 3–5 days before the event. This gives you time to confirm attendance, dietary requirements, camping pitches, information packs and catering quantities.
How early should I arrive to set up the event?: Allow 2–3 hours before guests arrive for tents, furniture, route signs, registration and information tables. Reserve the final 60 minutes for testing presentations, sound, power and the coffee point.
How much food and drink do I need for a camping information day?: For the first hour, plan on 2–3 drinks per person, including water, coffee or tea and other refreshments. Prepare at least one snack portion per attendee, plus 10% extra for late registrations or larger servings.

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.