How to organise a caravan club meeting

A caravan club meeting works best when the social programme and the practical arrival details are planned together. Start with the date, programme and meeting location, then use registrations to confirm numbers, dietary requirements and catering quantities. Leave enough time to print route maps, prepare name badges and check access to power, tables and shelter. Most problems happen on the day when food, coffee or weather arrangements are left until the last minute.

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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
Reserve the meeting location
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Create final participant list
7
Determine menu and quantities
2 people
8
Check the barbecue
9
Test coffee equipment
10
Print route maps and program
11
Prepare name badges
12
Create quiz and game materials
2 people
13
Check the shopping list
2 people
14
Do the shopping
2 people
15
Chill drinks
2 people
16
Prepare meat and salads
3 people
17
Collect materials
2 people
18
Check the location and weather forecast
19
Set up tents
4 people
20
Set up tables and chairs
3 people
21
Set the tables
2 people
22
Set up barbecue and cooking area
3 people
23
Set up coffee and tea station
2 people
24
Set out the buffet and tableware
3 people
25
Place name cards and program
26
Connect lighting and power
2 people
27
Set up the reception table
2 people

Event

28
Process registrations at reception
2 people
29
Serve coffee and tea
2 people
30
Welcome and explain the program
31
Discuss the route and camping experiences
2 people
32
Refill drinks
2 people
33
Host the quiz
2 people
34
Light the barbecue
2 people
35
Prepare the barbecue
3 people
36
Serve buffet and barbecue
4 people
37
Restock the buffet
2 people
38
Serve special meals separately
2 people
39
Serve dessert and coffee
2 people
40
Announce the winners
41
Announce farewell and departure time

Aftercare

42
Collect and sort waste
3 people
43
Wash dishes
3 people
44
Safely extinguish barbecue
2 people
45
Clear tables and chairs
3 people
46
Dismantle tents and lighting
4 people
47
Clean the venue
3 people
48
Return materials
2 people
49
Empty and clean coolers
2 people
50
Pack leftovers safely
2 people
51
Return borrowed items
2 people

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 45
Party tentsqty 2
Coat racksqty 2
Tableclothsqty 6

Tableware

Dinner platesqty 50
Dessert platesqty 50
Soup bowlsqty 50
Coffee cupsqty 50
Drinking glassesqty 60
Wine glassesqty 45
Cutlery setsqty 50
Serving spoonsqty 10
Serving tongsqty 8
Serving traysqty 6

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 6
Mixing bowlsqty 4
Measuring cupsqty 2
Food thermometersqty 2

Equipment

Barbecuesqty 2
Coffee machinesqty 2
Hot water kettlesqty 2
Coolersqty 4
Extension cordsqty 4
Power stripsqty 3

Lighting

String lightsqty 4

Decorations

Party buntingqty 6
Table decorationsqty 6
Name badgesqty 50

Activities

Route mapsqty 45
Program sheetsqty 50
Quiz formsqty 50
Ballpoint pensqty 50

Cleaning

Waste binsqty 4
Broomqty 2
Dustpan and brushqty 2
Mop headsqty 2
Bucketsqty 2

Catering

Groceries

Tips

Set the date, programme and location before sending invitations. Give members a clear arrival time, meeting point and route information, then close registrations early enough to confirm the final participant list.
Use the registration list to calculate food and tableware quantities. Check dietary requirements before shopping, and prepare a little extra of the main dishes rather than guessing from invitation numbers.
Test the coffee machines, hot-water kettles, barbecue and power connections before guests arrive. Check that extension cords and power strips reach the cooking and coffee areas without creating trip hazards.
Plan the site setup in zones: arrival and information, seating, buffet, barbecue, coffee and waste. Allow at least 60 minutes for tents, tables, chairs, table settings, name badges and the programme.
Check the weather forecast and the location the day before. Put shelter, coolers, lighting and an indoor or covered backup area into the plan, especially if the meeting runs into the evening. Use food thermometers when preparing meat on the barbecue.

Frequently asked questions

How far in advance should I organise a caravan club meeting?: Set the date and reserve the location at least 8 to 12 weeks ahead. Send invitations as soon as the programme and meeting point are confirmed, and close registrations about 10 to 14 days before the meeting.
How do I calculate food and drinks for a caravan club meeting?: Base the menu on the final participant list and dietary requirements, not on the number of invitations sent. For drinks, plan roughly 2 to 3 servings per person for the first hour, then about 1 serving per person per hour, with extra water available throughout the day.
When should I prepare the barbecue and coffee station?: Check both pieces of equipment the day before and set up the cooking and coffee areas at least 60 minutes before arrival. Chill drinks in advance and keep hot food preparation separate from the coffee and serving areas.
What should I do if the caravan meeting weather is bad?: Check the forecast 48 hours before the meeting and again on the morning itself. Prepare tents or covered seating, protect route maps and programme sheets, and confirm a backup area before guests set off.

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.