How to organize a camping open day

A camping open day works best when visitors can move easily between short activities, site tours and practical information. Start with the date, opening location and program, then build registrations, staffing, suppliers and deliveries around that plan. The details most often missed are permits, dietary requirements, parking signs, power and lighting, and a final weather check. Use the last week to confirm numbers, inspect the site and prepare one run sheet for everyone working on the day.

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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
Check the opening location
2 people
3
Put together the activity program
2 people
4
Make reservations for materials
5
Check permits and notifications
6
Plan deliveries for the site
7
Design invitations
8
Send invitations
2 people
9
Open the registration form
10
Post promotional messages
11
Process registrations
2 people
12
Collect dietary requirements
13
Assign volunteers
2 people
14
Confirm suppliers
15
Check the weather forecast
16
Create the final visitor list
2 people
17
Print the run sheet
18
Make route and parking signs
2 people
19
Prepare name badges
2 people
20
Check activity materials
2 people
21
Check the shopping list
22
Do the shopping
3 people
23
Chill drinks
2 people
24
Store food safely
2 people
25
Inspect the site
2 people
26
Build party tents
4 people
27
Set up tables and chairs
4 people
28
Create a stage-free presentation space
2 people
29
Set up the reception desk
2 people
30
Put up route signs
2 people
31
Mark the parking area
2 people
32
Hang decorations
3 people
33
Set up info signs
2 people
34
Set up activity stations
4 people
35
Set up the coffee and tea station
2 people
36
Set up the buffet
3 people
37
Fill coolers
2 people
38
Lay out crockery and cutlery
2 people
39
Place waste stations
2 people
40
Test audio and microphone
2 people
41
Briefing for reception team
3 people
42
Brief the activity team
4 people
43
Carry out the final safety check
2 people

Event

44
Welcome visitors
4 people
45
Check off registrations
2 people
46
Explain the program
2 people
47
Provide guided tours
3 people
48
Supervise children's activities
4 people
49
Demonstrate camping facilities
2 people
50
Serve snacks
3 people
51
Serve coffee and tea
2 people
52
Refill drinks
2 people
53
Collect waste
2 people
54
Restock the buffet
3 people
55
Oversee the barbecue
3 people
56
Keep vegetarian dishes separate
57
Turn on evening lighting
2 people
58
Inform visitors about closing
2 people
59
See off the last visitors
3 people

Aftercare

60
Close the food and drinks
2 people
61
Dismantle activity materials
4 people
62
Dismantle tables and chairs
4 people
63
Take down party tents
4 people
64
Wash dishes
3 people
65
Empty and clean coolers
2 people
66
Sort and remove waste
3 people
67
Clean the grounds
4 people
68
Check and clean the restrooms
2 people
69
Clear away lighting
2 people
70
Remove signs and decorations
2 people
71
Inventory materials
2 people
72
Return borrowed materials
2 people
73
Store leftover food
2 people
74
Register lost and found items

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 80
High tablesqty 6
Buffet tablesqty 4
Tableclothsqty 14
Bollardsqty 12

Tableware

Reusable platesqty 120
Reusable bowlsqty 80
Reusable cupsqty 180
Coffee cupsqty 80
Cutlery setsqty 120
Serving plattersqty 12
Serving tongsqty 8
Soup ladlesqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Barbecuesqty 2
Coolersqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Table lightersqty 4

Equipment

Portable sound system
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6

Lighting

LED light stringsqty 8
LED lampsqty 6
Flashlightsqty 6

Decorations

Buntingqty 12
Balloonsqty 150
Balloon pumpqty 2
Welcome sign
Information boardsqty 8
Chalkboardsqty 6

Sports equipment

Footballsqty 4
Kubb setqty 2
Frisbeesqty 10
Skipping ropesqty 8
Conesqty 20
Sidewalk chalkqty 12
Game matqty 3

Cleaning

Waste binsqty 10
Broomqty 4
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 4
Microfiber clothsqty 20
Hand soap dispensersqty 6
Disinfecting gelqty 6

Catering

Groceries

Tips

Set the program before promoting the day. Allow clear changeover time between activities and keep the final visitor capacity tied to available volunteers, tables, chairs and activity materials.
Open registration early enough to collect dietary requirements and volunteer needs. Close or review registrations several days before the event so you can print badges, prepare the visitor list and adjust food quantities.
Check permits, notifications, deliveries and supplier confirmations before the final week. A delivery window, access route and contact person should be written down rather than left to a phone call on the morning.
Plan the site for changing weather and low light. Position party tents, tables and signs before visitors arrive, and test extension cords, power strips, LED lighting, microphones and the portable sound system on site.
Finish food and equipment checks the day before. Chill drinks, store food safely, inspect reusable tableware and serving equipment, and keep flashlights available for the site walk after sunset.

Frequently asked questions

How far in advance should I plan a camping open day?: Set the date and location at least 6 to 8 weeks ahead if you need permits, suppliers, materials or volunteer shifts. Send invitations once the main program and registration process are ready.
When should registration close for a camping open day?: Review or close registration 3 to 5 days before the event. This gives you time to create the final visitor list, prepare name badges, confirm dietary requirements and order or shop for food.
How many volunteers do I need for a camping open day?: Plan at least 1 volunteer for every 20 to 30 visitors, then add separate cover for registration, activities, food and site safety. For a 100-person day, that usually means 4 to 5 people at minimum, with extra help during setup and cleanup.
When should I check the weather forecast for a camping open day?: Check it once about 7 days before the event and again 24 hours before opening. Use the final check to confirm tent placement, indoor alternatives, clothing advice, lighting and any changes to the activity program.

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.