Overland meeting checklist

An overland meeting needs more than a place to park vehicles. You need a confirmed venue, the right permits, a clear route and parking plan, and timely participant information. Food, drinks, power, lighting, seating, and shelter all need checking before the setup day. Use this checklist to work through registrations, supplier confirmations, weather checks, stock, and the physical build in a sensible order.

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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

Reserve venue
Check permits
Send invitations
Process registrations
Collect dietary requirements
Send participant information
Check the weather forecast
Create a route and parking plan
Confirm supplier agreements
Check stock
2 people
Clean coolers
2 people
Check tools
2 people
Test the lighting
2 people
Load tables and chairs
3 people
Purchase catering
2 people
Check groceries
2 people
Prepare snacks
3 people
Cut vegetables
2 people
Chill drinks
2 people
Inspect venue
2 people
Mark the parking area
2 people
Build party tents
4 people
Set up tables
3 people
Set up chairs
3 people
Set up the buffet
3 people
Set up coffee station
2 people
Hang lighting
2 people
Set up info table

Event

Receive participants
3 people
Guide parking
2 people
Serve welcome coffee
2 people
Hand out route maps
Guide the vehicle presentation
2 people
Guide technical demonstrations
2 people
Serve the buffet
4 people
Refill drinks
2 people
Empty trash bins
2 people
Check evening lighting
See off guests and manage departure
2 people

Aftercare

Collect tableware
3 people
Store food chilled
2 people
Take down tables and chairs
4 people
Take down party tents
4 people
Wash dishes
3 people
Clean the grounds
4 people
Dispose of waste
2 people
Return materials
2 people
Clean coolers and tools
2 people
Return borrowed materials

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 50
Buffet tablesqty 3
Waste binsqty 6
Clothes racksqty 2

Tableware

Reusable platesqty 60
Reusable bowlsqty 50
Reusable cupsqty 100
Coffee cupsqty 50
Knivesqty 60
Forksqty 60
Spoonsqty 60
Serving plattersqty 10
Serving utensilsqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Thermos flasksqty 4
Coolersqty 6
Ice packsqty 24
Gas burnersqty 2
Gas cylindersqty 2

Equipment

Bluetooth speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Charging stationsqty 2
Walkie-talkiesqty 6
Mobile chargersqty 4
Air compressor
Jumper cablesqty 2
Towing cablesqty 2
Basic tool kitsqty 2
Tire repair kitsqty 2
Jacksqty 2

Lighting

LED string lightsqty 6
LED lanternsqty 8
Headlampsqty 6

Decorations

Tableclothsqty 8
Directional signsqty 8
Name badgesqty 60
Chalkboardsqty 4

Cleaning

Washing-up basinsqty 4
Dish brushesqty 4
Reusable cleaning clothsqty 12
Hand soap dispensersqty 4
Disinfectant dispensersqty 4
Toilet paper holdersqty 4

Catering

Groceries

Tips

Confirm the venue and permits before sending invitations. Once registrations open, collect dietary requirements and send participants the route, parking instructions, timings, and what they need to bring.
Check the forecast several days before the meeting, then review it again on the morning of setup. Party tents, LED lanterns, and string lights are easy to overlook when the weather looks clear.
Plan the parking area before vehicles arrive and mark it on site. A simple route plan should show the entrance, parking flow, walking route to the buffet, and any restricted areas.
Chill drinks before guests arrive and prepare snacks in stages rather than leaving all cutting and serving until setup. Clean coolers first, check ice packs, and keep serving platters and utensils together.
Test every powered item before loading: coffee machines, kettles, Bluetooth speakers, charging stations, LED lights, extension cords, and power strips. Keep gas burners and gas cylinders separate from food and seating during transport.

Frequently asked questions

How far in advance should I organise an overland meeting?: Reserve the venue and check permits at least 6 to 8 weeks ahead. Send invitations once those details are confirmed, so you have time to process registrations and collect dietary requirements.
When should I send overland meeting information to participants?: Send the first practical information as soon as registration opens, then send the final route, parking, weather, and arrival details 3 to 5 days before the meeting. Include any last-minute site or catering changes.
How much time do I need to set up an overland meeting?: Allow at least 3 to 4 hours for a full setup with party tents, tables, chairs, buffet tables, parking markers, lighting, and catering. Add extra time if the venue needs inspection or equipment must be unloaded over a long distance.
When should I check the food, drinks, and equipment?: Check stock and supplier agreements 2 to 3 days before the meeting, then chill drinks and prepare fresh food on the setup day. Test lighting, power, tools, coolers, and coffee equipment before guests arrive.

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.