Meet the Vintage Camper: a practical organising checklist

A vintage camper meet needs more than a date and a row of vehicles. You need a clear registration process, reliable arrival information, a workable parking layout and enough equipment for food, drinks and coffee. Use this checklist to plan the event in the right order, from confirming the location and participant details to setting up tables, power and entrance signs. Leave time for dietary requirements, licence plates and last-minute weather changes, because these details are easy to postpone and difficult to fix 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

Set date and location
2 people
Draft participant terms and conditions
2 people
Send invitations
2 people
Open the registration form
Process registrations
Collect dietary requirements
Collect license plates
Send confirmations
Create directions
Check reservations
Calculate catering quantities
2 people
Make a shopping list
Make name badges
2 people
Draw up the parking layout
2 people
Print the program
Check the weather forecast
Update participant list
Do the shopping
2 people
Chill drinks
2 people
Set up non-perishable supplies
2 people
Test coffee machines
Transport materials to the venue
4 people
Inspect the site
2 people
Set up parking spaces
4 people
Signpost the entrance
2 people
Set up tables
4 people
Set up chairs
4 people
Build party tents
6 people
Safely connect power outlets
2 people
Hang lighting
3 people
Mark camper spots
4 people
Set up registration desk
2 people
Lay out name badges
Set up the buffet
4 people
Prepare coffee and tea
2 people
Prepare snacks
3 people
Place waste stations
2 people
Set out firefighting equipment
Test the music playlist
Give volunteer instructions
2 people

Event

Staff the registration desk
2 people
Welcome participants
2 people
Direct campers to their pitches
3 people
Hand out name badges
Serve coffee and tea
2 people
Serve snacks
2 people
Guide camper tour
2 people
Guide technical stories
Refill drinks
2 people
Open the buffet
2 people
Restock the buffet
3 people
Serve diet meals
2 people
Collect tableware
2 people
Guide the photo moment
2 people
Carry out the lighting check
Prepare evening snacks
2 people
Announce the final round
See participants off
2 people

Aftercare

Sort waste
3 people
Clear buffet
3 people
Wash dishes
3 people
Clean tables and chairs
2 people
Turn off lights
2 people
Remove power cables
2 people
Take down party tents
6 people
Remove parking markings
3 people
Clean the grounds
4 people
Inventory materials
2 people
Return materials
3 people
Return borrowed items
2 people
Store leftover food
2 people
Clean coolers
2 people
Archive registration materials
Collect lost and found items
Leave venue clean
2 people

What to bring

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

Furniture

Party tentqty 3
Foldable tablesqty 8
Folding chairsqty 60
Buffet tablesqty 3
Registration desk
High tablesqty 4
Tableclothsqty 11
Stoolsqty 8

Tableware

Reusable platesqty 70
Reusable bowlsqty 70
Reusable cupsqty 100
Wine glassesqty 60
Coffee cupsqty 60
Knivesqty 70
Forksqty 70
Spoonsqty 70
Serving spoonsqty 10
Serving traysqty 6

Kitchen

Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef's knivesqty 4
Small bowlsqty 12
Storage binsqty 8
Coolersqty 6
Ice cubesqty 12
Food warmersqty 4
Serving tongsqty 8
Aluminum foilqty 2

Equipment

Extension cordsqty 6
Power stripsqty 6
Bluetooth speaker
Microphone
Walkie-talkiesqty 6
Handheld megaphone
Power banksqty 4

Lighting

String lightsqty 6
LED lanternsqty 8
Batteriesqty 24

Decorations

Welcome sign
Route signsqty 10
Directional signsqty 12
Name badgesqty 70
Table numbersqty 11
Flagsqty 12
Flagpolesqty 8
Chalkboardsqty 4
Chalk markersqty 8

Cleaning

Waste binsqty 8
Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 8
Hand sanitizerqty 6
Toilet paperqty 24
Paper towelsqty 12

Safety

Fire extinguishersqty 3
First aid kit
Barrier tapeqty 4
Flashlightsqty 4

Registration

Participant listsqty 4
Clipboardsqty 4
Pensqty 20
Wristbandsqty 70
Program leafletsqty 70
Route mapsqty 70

Other

Parasol basesqty 4
Tent weightsqty 12
Measuring tapeqty 2
Cable tiesqty 100
Duct tapeqty 4
Scissorsqty 4

Catering

Groceries

Tips

Open registration early and collect dietary requirements and licence plates at the same time. Send confirmations only after checking the participant list, so parking and catering quantities are based on current numbers.
Draw the parking layout before arrival day and turn it into simple directions. Reserve clearly marked spaces for campers, keep the entrance visible and place the registration desk where arriving guests can find it without crossing the parking area.
Calculate catering quantities from the confirmed registrations, then shop close enough to the event that chilled drinks and other perishable items stay fresh. Chill drinks before guests arrive and keep ice cubes in coolers rather than relying on last-minute purchases.
Test every coffee machine, kettle, extension cord and power strip before transporting them to the venue. A coffee setup with multiple machines can overload one connection, so check where each item will be plugged in during the site inspection.
Set up non-perishable supplies first, including tables, chairs, reusable tableware, buffet equipment and signs. Check the weather forecast again on the day before the meet and decide when to install the party tent or adjust the outdoor layout.

Frequently asked questions

How far in advance should I open registration for a vintage camper meet?: Open registration at least 4 to 6 weeks before the event. Close or review it 7 days before the meet so you can confirm dietary requirements, licence plates, parking spaces and catering quantities.
How do I plan parking for a vintage camper event?: Create the parking layout as soon as registrations give you a reliable vehicle count, ideally 1 to 2 weeks before the event. Add arrival directions, mark the entrance and allow extra space for manoeuvring larger campers.
How much food and drink should I buy for a camper meet?: Base the quantities on confirmed registrations and include dietary requirements before making the shopping list. For the first hour, allow roughly 2 to 3 drinks per person, then adjust the remaining drinks and catering to the planned event length.
When should I test coffee machines and power supplies?: Test coffee machines, kettles, extension cords and power strips no later than the day before transport to the venue. During the site inspection, confirm that the available connections can handle the planned setup safely.

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.