What you need for an overland meeting

An overland meeting needs more than food and a place to park. You need shelter, sturdy tables and chairs, serving equipment, coolers, cooking gear and a reliable power setup for lighting and charging. Plan quantities around your guest count, then add a small buffer for cups, plates and ice. This checklist also helps you spot the items people often remember only when setup has already started.

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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
- Coffee - 2 kilos
- Tea - 4 boxes
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Chocolate milk - 6 liters
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Spa Blauw - 10 bottles
- Sparkling water - 6 bottles
- Apple juice - 6 liters
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- Red wine - 6 bottles
- White wine - 6 bottles
- Ice cubes - 12 bags
- Baguettes - 20 pieces
- Whole grain bread - 8 loaves
- Butter - 1 kilo
- Young cheese - 3 kilos
- Back ham - 2 kilos
- Hummus - 2 kilos
- Peanut butter - 2 jars
- Potatoes - 12 kilos
- Beef burgers - 5 kilos
- Vegetarian burgers - 2 kilos
- Hamburger buns - 60 pieces
- Arugula - 1 kilo
- Tomatoes - 3 kilos
- Cucumbers - 2 kilos
- Bell peppers - 2 kilos
- Onions - 2 kilos
- Garlic - 6 bulbs
- Mushrooms - 2 kilos
- Corn cobs - 50 pieces
- Pasta salad - 5 kilos
- Herb butter - 2 kilo
- Ketchup - 3 bottles
- Mayonnaise - 3 bottles
- Mustard - 2 bottles
- Barbecue sauce - 3 bottles
- Olive oil - 2 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Snack mix - 4 bags
- Peanuts - 2 kilo
- Cookies - 6 packs
- Apples - 5 kilo
- Bananas - 4 kilos
- Grapes - 3 kilos
- Lemons - 2 kilos
- Paper towels - 8 rolls
- Toilet paper - 48 rolls
- Trash bags - 3 rolls
- Dish soap - 4 bottles
- All-purpose cleaner - 3 bottles
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls

Tips

Provide one chair per attendee and at least one table for every 8–10 people, with separate buffet tables so food service does not compete with seating.
Allow two to three drinks per person for the first hour, then one per person per additional hour. Keep ice packs and coolers ready before guests arrive, not while the meeting is underway.
Bring reusable plates, bowls, cups, coffee cups, knives, forks and spoons for every guest, plus 10% extra. Serving platters and utensils should stay separate from the individual place settings.
For an outdoor setup, prepare one party tent for each main activity area and check the forecast at least 24 hours ahead. Pack LED lanterns and string lights even if the meeting starts in daylight.
Count power users before loading: coffee machines, kettles, speakers, charging stations and lights may need separate extension cords and power strips. Test the setup on site before participants arrive.

Frequently asked questions

How many chairs and tables do I need for an overland meeting?: Plan one folding chair per attendee, plus two or three spare chairs. Use roughly one table for every 8–10 people, and add separate buffet tables for food and drinks.
How much food and drink should I buy for an overland meeting?: For drinks, allow two to three per person during the first hour and one more per person for each following hour. Buy about 10% extra plates, cups and cutlery, and include snacks for anyone arriving before the main meal.
How many party tents are needed for an overland meeting?: Use at least one party tent for the main gathering area and add another for food service or equipment if those areas are separate. Check the weather forecast 24 hours before the meeting and keep lighting available for late setup or departure.
What power equipment should I bring to an overland meeting?: Bring extension cords and power strips for every powered area, with separate connections where possible for coffee machines, kettles, speakers, charging stations and lights. Test the complete setup at least 1 hour before guests arrive.

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