How to organise a vintage caravan gathering

A vintage caravan gathering needs more than a place to park: arrivals, vehicle spacing, power access and shared facilities all need planning together. Start by confirming the site and checking the approach route before sending invitations. Then build the participant list, reserve parking spaces and map out electricity, catering and the programme. The final week is about weather checks, clear arrival information and setting up a site that works for both caravans and people.

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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
Confirm date and location
2 people
2
Create the parking layout
2 people
3
Check the approach route
4
Draft invitations
2 people
5
Send invitations
6
Process registrations
7
Collect dietary requirements
8
Update participant list
9
Reserve parking spaces
10
Map out power outlets
2 people
11
Create a program for participants
2 people
12
Design route signs
13
Prepare name badges
14
Check the weather forecast
15
Send final information to participants
16
Do the shopping
2 people
17
Chill drinks
2 people
18
Prepare snacks
3 people
19
Collect tableware and materials
2 people
20
Check the venue and grounds
2 people
21
Set up parking spaces
3 people
22
Build party tents
4 people
23
Set up tables and chairs
4 people
24
Connect power and lighting
2 people
25
Set up the buffet and bar
3 people
26
Lay out name badges
27
Place route signs
2 people
28
Prepare coffee and tea
2 people
29
Set up the reception desk
2 people
30
Brief volunteers
2 people

Event

31
Receive participants
3 people
32
Guide caravans to pitches
4 people
33
Handle registration
2 people
34
Hand out name badges
2 people
35
Serve coffee and tea
2 people
36
Present caravans
2 people
37
Guide the photo moment
2 people
38
Serve snacks
3 people
39
Set up buffet
3 people
40
Serve the buffet
4 people
41
Refill drinks
2 people
42
Empty trash bins
2 people
43
Provide music
44
Serve the last round
2 people
45
See participants off
2 people

Aftercare

46
Collect tableware
3 people
47
Take down the buffet and bar
3 people
48
Clear litter from the grounds
4 people
49
Switch off equipment
2 people
50
Take down tents and decorations
4 people
51
Put tables and chairs back
4 people
52
Wash dishes
3 people
53
Clean the venue
3 people
54
Inventory materials
2 people
55
Return borrowed items
2 people
56
Store leftover stock
2 people

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Folding chairsqty 70
Buffet tablesqty 4
Bar stoolsqty 6
High tablesqty 4
Tableclothsqty 10

Tableware

Reusable platesqty 80
Reusable bowlsqty 70
Reusable cupsqty 150
Wine glassesqty 80
Coffee cupsqty 80
Cutlery setsqty 80
Serving spoonsqty 8
Serving jugsqty 8

Equipment

Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Extension cordsqty 6
Power stripsqty 6
Portable sound system

Lighting

String lightsqty 6
LED lanternsqty 8

Decorations

Directional signsqty 12
Conesqty 30
Barrier tapeqty 4
Name badgesqty 80
Markersqty 8

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 12
Serving traysqty 6
Aluminum foilqty 3
Food storage containersqty 10

Cleaning

Washing-up bowlsqty 3
Spongesqty 12
Hand broomsqty 3
Dustpan and brushqty 2
Mop setsqty 2

Catering

Groceries

Tips

Set the parking layout before registrations are complete. Mark each space with enough room for the caravan, towing vehicle and safe movement, then keep a few spaces unassigned for late changes.
Check the approach route at least two weeks before arrival day. Look for narrow roads, low branches, sharp turns and any point where a larger caravan may need clear directions or an alternative approach.
Collect dietary requirements when people register, not during setup. Use the final participant list to calculate snacks, buffet portions and tableware, and send the confirmed information to the catering team at least 7 days before the gathering.
Map power outlets against the parking and social areas before bringing extension cords and power strips onto the site. Keep cables away from driving lanes and walkways, and test lighting and sound before guests arrive.
Send final arrival details 3 to 5 days beforehand, including the entrance, parking procedure, programme, weather guidance and what guests need to know about facilities. On setup day, finish parking spaces and route signs before building the buffet and bar.

Frequently asked questions

How far in advance should I plan a vintage caravan gathering?: Start at least 8 to 12 weeks ahead for a small gathering, especially if guests need reserved parking and access to power. Confirm the date, location and approach route first, then allow time for registrations and layout changes.
How do I plan parking for a vintage caravan gathering?: Create a measured parking layout before sending final invitations. Leave space for each caravan and towing vehicle, reserve accessible or special spaces where needed, and keep at least 2 or 3 spare spaces for late arrivals or changes.
When should I send the final information to guests?: Send it 3 to 5 days before the gathering, after checking the weather forecast and updating the participant list. Include arrival times, route signs or entrance details, parking instructions, the programme and any dietary or facility information.
When should I set up power and lighting?: Map outlets and cable routes at least 1 day before setup, then connect and test power and lighting before guests arrive. Check every extension cord, power strip, coffee machine and lighting area rather than discovering a problem during the evening.

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.