How to organise a camping season closing
A camping season closing works best when you treat it as a small event with a fixed run-up, not as a final weekend thrown together. Start by reserving pitches and opening registrations, then use the numbers to plan food, activities, seating and volunteers. Confirm the bad-weather option before the forecast becomes urgent. In the final week, check equipment, prepare barbecue food and sauces, set up activities and inspect the site so the closing day runs without last-minute searches.
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
Open registrations
- 3
Reserve camping pitches
- 4
Share program
- 5
Process registrations
- 6
Collect dietary requirements
- 7
Register children for activities
- 8
Assign volunteers
2 people
- 9
Check the weather forecast
- 10
Confirm the bad weather plan
2 people
- 11
Check material stock
2 people
- 12
Collect activity materials
2 people
- 13
Create a music playlist
- 14
Check the shopping list
2 people
- 15
Check barbecue and gas
2 people
- 16
Prepare decorations
2 people
- 17
Write name tags
2 people
- 18
Do the shopping
3 people
- 19
Fill coolers
2 people
- 20
Wash and cut vegetables
3 people
- 21
Make marinades and sauces
2 people
- 22
Set up activities
2 people
- 23
Inspect the site
2 people
- 24
Place waste stations
2 people
- 25
Set up tables and chairs
4 people
- 26
Build party tents
4 people
- 27
Hang lighting
2 people
- 28
Hang decorations
3 people
- 29
Connect the music
2 people
- 30
Set up the buffet and bar
3 people
- 31
Chill drinks
2 people
- 32
Prepare barbecue lighters
2 people
- 33
Check the first aid kit
- 34
Check toilets
2 people
- 35
Set up the reception table
2 people
- 36
Brief volunteers
2 people
Event
- 37
Welcome guests
3 people
- 38
Hand out name badges
2 people
- 39
Serve welcome drinks
3 people
- 40
Explain the program
- 41
Supervise children's activities
4 people
- 42
Lead the walk
2 people
- 43
Hand out game materials
2 people
- 44
Refill drinks
2 people
- 45
Present snacks
2 people
- 46
Prepare barbecue
3 people
- 47
Light the barbecue
2 people
- 48
Grill meat and vegetables
4 people
- 49
Refill barbecue buffet
3 people
- 50
Serve dietary meals separately
2 people
- 51
Serve coffee and tea
2 people
- 52
Replenish the dessert buffet
2 people
- 53
Address the season closing
- 54
Host the pub quiz
2 people
- 55
Provide music and dancing
2 people
- 56
Check fire pits safely
2 people
- 57
Announce the final round
Aftercare
- 58
Put out barbecue
2 people
- 59
Collect waste
3 people
- 60
Store food chilled
2 people
- 61
Pre-rinse tableware
2 people
- 62
Turn off the area lighting
- 63
See guests off safely
2 people
- 64
Wipe down tables and chairs
3 people
- 65
Wash dishes
3 people
- 66
Take down party tents
4 people
- 67
Remove decorations
2 people
- 68
Sort activity materials
2 people
- 69
Empty and clean coolers
2 people
- 70
Clean the restrooms
2 people
- 71
Take waste to the collection point
2 people
- 72
Clean the grounds
4 people
- 73
Return borrowed equipment
2 people
- 74
Distribute leftover food
2 people
- 75
Store materials dry
2 people
- 76
Collect lost property
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 2
- Foldable tablesqty 8
- Folding chairsqty 60
- Beer tablesqty 4
- Buffet tablesqty 3
- Barbecue Table
Tableware
- Reusable platesqty 70
- Reusable bowlsqty 60
- Reusable cupsqty 100
- Wine glassesqty 60
- Coffee cupsqty 60
- Knivesqty 70
- Forksqty 70
- Spoonsqty 70
- Serving spoonsqty 12
- Serving plattersqty 10
- Serving tongsqty 8
- Coffee potsqty 4
Kitchen
- Cutting boardsqty 6
- Chef's waste binqty 2
- Kitchen knivesqty 6
- Mixing bowlsqty 6
- Aluminum traysqty 12
- Coolersqty 6
- Ice packsqty 24
Equipment
- Gas barbecueqty 2
- Gas cylindersqty 4
- Portable speaker
- Microphone
- Extension cordsqty 4
- Power stripsqty 4
Lighting
- String lightsqty 6
- LED lanternsqty 10
- Spare batteriesqty 24
Decorations
- Buntingqty 8
- Balloonsqty 100
- Table runnersqty 10
- Name badgesqty 70
- Chalkboardsqty 4
Sports equipment
- Footballsqty 2
- Frisbeesqty 4
- Tug of war rope
- Wooden gamesqty 4
- Conesqty 20
- Skipping ropesqty 6
- Pub quiz setsqty 10
Safety
- First aid kit
- Fire extinguishersqty 2
- Fire blanketsqty 2
- Flashlightsqty 4
Cleaning
- Waste binsqty 6
- Litter pickersqty 3
- Bucketsqty 4
- Spongesqty 12
- Dish brushesqty 4
- Mopsqty 4
- Broom setsqty 3
- Hand broomsqty 3
- Toilet brushesqty 2
- Hand soap dispensersqty 4
Catering
- Groceries
Tips
- Open registrations early enough to collect dietary requirements and register children for activities. Close or review the list a few days before the event so food quantities, name tags and volunteer assignments match the actual attendance.
- Reserve camping pitches before sending the full programme. Include arrival information, activity times and the weather plan in one message, rather than making campers search through separate updates.
- Check the weather forecast twice: once several days ahead to confirm the backup arrangement, and again the day before to decide where party tents, tables and activities will go.
- Do the shopping after registrations are processed, then prepare vegetables, marinades and sauces in advance. Fill coolers and freeze or distribute ice packs on the morning of the closing so drinks stay cold through the first service.
- Inspect the site before setting up. Place waste stations where people will actually use them, test the gas barbecue and speaker, and check extension cords before tables, chairs and activity materials make access difficult.
Frequently asked questions
- How far in advance should I organise a camping season closing?
- Start planning at least four weeks before the closing. Reserve camping pitches and send invitations first, then allow the following two to three weeks for registrations, volunteer assignments, materials and food planning.
- When should registrations close for a camping season closing?
- Set a registration deadline about five to seven days before the event. That gives you enough time to process numbers, collect dietary requirements, register children for activities and adjust the shopping list.
- What should I do if the weather forecast is bad?
- Confirm a bad-weather plan no later than three days before the event, then make the final decision the day before. Move sheltered activities and food service under party tents where possible, and keep tables, equipment and cables clear of wet ground.
- When should I prepare the barbecue food and drinks?
- Wash and cut vegetables and make marinades or sauces one day ahead, keeping them chilled. Fill the coolers on the event morning, and check the gas barbecue and cylinders before guests arrive.
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