How to organise a camping season opening

A camping season opening works best when you treat it as both a welcome event and a site setup exercise. Start with the date, programme and registrations, then use the guest numbers to plan food, seating, cooling and facilities. Confirm reservations and dietary requirements before ordering supplies. In the final week, watch the forecast and check every item, from party tents and lighting to coffee equipment and sound. On the day, mark out the site before building the main areas.

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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
Set the date and program
2 people
2
Send invitations
2 people
3
Process registrations
4
Collect dietary requirements
5
Place supplier orders
2 people
6
Check reservations
7
Monitor the weather forecast
8
Create final guest list
9
Provide dietary requirements
10
Mark out the site layout
2 people
11
Check materials
2 people
12
Test cooling materials
13
Test sound equipment
2 people
14
Do the shopping
3 people
15
Check groceries
2 people
16
Wash fruits and vegetables
2 people
17
Prepare snacks
3 people
18
Chill drinks
2 people
19
Set up tables and chairs
3 people
20
Build party tents
4 people
21
Hang lighting
2 people
22
Hang up decorations
2 people
23
Set up a music area without a stage
2 people
24
Set up the buffet and bar
3 people
25
Set up coffee station
2 people
26
Lay out crockery and cutlery
2 people
27
Set out buffet dishes
3 people
28
Place information signs
2 people
29
Set up the check-in desk
2 people
30
Check site safety
2 people

Event

31
Welcome guests
3 people
32
Register attendance
2 people
33
Serve welcome drinks
3 people
34
Hand out camping information
2 people
35
Give a tour of the grounds
2 people
36
Serve coffee and tea
2 people
37
Serve snacks
3 people
38
Supervise children's activities
3 people
39
Explain campsites
2 people
40
Refill drinks
2 people
41
Empty trash bins
2 people
42
Prepare barbecue
3 people
43
Light the barbecue
2 people
44
Serve barbecue dishes
5 people
45
Serve vegetarian dishes
2 people
46
Restock the buffet
3 people
47
Collect tableware
2 people
48
Provide music
49
Support the evening activity
2 people
50
Manage the campfire area
2 people
51
Serve hot drinks
2 people
52
Announce the final round
53
See off guests
2 people

Aftercare

54
Turn off lighting system
2 people
55
Store food safely
3 people
56
Safely extinguish barbecue
2 people
57
Clear tables and chairs
3 people
58
Take down party tents
4 people
59
Wash dishes
3 people
60
Clean the grounds
4 people
61
Dispose of waste separately
2 people
62
Remove decorations and plates
2 people
63
Clean equipment
2 people
64
Inventory materials
2 people
65
Return borrowed items
2 people
66
Store leftover food

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 70
Beer tablesqty 6
Bar stoolsqty 6
Buffet tablesqty 4
Check-in desk
Waste binsqty 6
Coolersqty 6
Party tentsqty 3
Parasolsqty 3

Tableware

Dinner platesqty 80
Dessert platesqty 80
Soup bowlsqty 70
Coffee cupsqty 70
Water glassesqty 100
Wine glassesqty 70
Mugsqty 70
Cutlery setsqty 80

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Serving plattersqty 16
Serving tongsqty 8
Serving spoonsqty 8
Coffee potsqty 4
Thermos flasksqty 4
Food warmersqty 6
Beer pitchersqty 4

Equipment

Barbecuesqty 3
Coffee machinesqty 3
Kettlesqty 3
Refrigeratorsqty 2
Bluetooth speakersqty 2
Microphone
Power stripsqty 6
Extension cordsqty 6
Generator
Portable chargersqty 4

Decorations

Buntingqty 8
Camping flagsqty 6
Welcome sign
Directional signsqty 8
Tableclothsqty 12
Lanternsqty 12
Name badgesqty 80

Lighting

String lightsqty 8
LED lanternsqty 12
Batteriesqty 24
Outdoor lightsqty 6
Flashlightsqty 6

Cleaning

Bucketsqty 4
Broom setsqty 3
Floor squeegeesqty 2
Cleaning clothsqty 20
Washing-up basinsqty 6

Catering

Groceries

Tips

Set the date and programme before sending invitations. Close registrations early enough to create a final guest list and give suppliers confirmed numbers rather than estimates.
Collect dietary requirements with each registration and send the final list to the people preparing the buffet. Do this before placing food orders, not while guests are arriving.
Check the forecast several days before opening and prepare the site layout accordingly. Party tents, parasols, tables and waste bins should be positioned before food and drinks are brought out.
Test coolers and other cooling materials before shopping, then chill drinks in advance. A late start with warm drinks is difficult to fix once guests are checking in.
Build the event in zones: check-in, seating, buffet and bar, coffee station, and a music area without a stage. Set up tables, chairs, lighting and decorations before arranging plates, glasses and serving utensils.

Frequently asked questions

How far in advance should I plan a camping season opening?: Set the date and programme at least 6 to 8 weeks ahead so invitations, registrations and reservations have time to settle. Finish the guest list and dietary information in the final week.
When should I order food and drinks for a camping season opening?: Place supplier orders after registrations close and dietary requirements are collected, usually 7 to 10 days before the event. Shop for fresh groceries closer to the opening and chill drinks the day before.
How do I prepare for bad weather at a camping season opening?: Check the forecast 7 days before the event and again 24 hours beforehand. Decide where party tents, parasols, tables and the music area will go before setup day, leaving enough covered space for guests to sit and eat.
What should be set up first on the day?: Mark out the site layout first, then build party tents and position tables, chairs and waste bins. Set up the buffet, bar, coffee station and music area only after the main movement routes are clear.

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.