What to Bring to a Vanlife Meeting

A vanlife meeting needs more than food and drinks. You are also catering for people arriving in separate campers, sharing limited power, and spending time outdoors in changing weather. Use the plan’s shopping list to cover serving equipment, barbecue supplies, coffee, cooling, charging and shelter. Work from the final participant list, then buy perishables close to the meeting so chilled drinks and fresh food are ready when people arrive.

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What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Folding chairsqty 60
Buffet tablesqty 3
Standing tablesqty 4
Tableclothqty 10

Tableware

Reusable platesqty 70
Reusable bowlsqty 60
Reusable cupsqty 100
Wine glassesqty 60
Knivesqty 70
Forksqty 70
Spoonsqty 70
Serving spoonsqty 12

Kitchen

Barbecueqty 2
BBQ toolsqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 6
Serving plattersqty 12
Food warmersqty 4
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Ice containersqty 4

Equipment

Bluetooth speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Charging stationsqty 4

Lighting

String lightsqty 6
LED lampsqty 12
Lanternsqty 8

Decorations

Name badgesqty 70
Name badge holdersqty 70
Information boardsqty 8
Directional signsqty 12
Chalkboardsqty 4
Chalk markersqty 6

Camping

Ground pegsqty 24
Guy ropesqty 12
Fire pitsqty 2
Fire blanketsqty 2
Flashlightsqty 6
Barrier conesqty 12
Barrier tapeqty 2
Hammerqty 4
First aid kitsqty 2

Cleaning

Waste binsqty 6
Washing-up bowlsqty 3
Reusable dish towelsqty 12
Hand broomsqty 3
Eye-catchersqty 4

Catering

Groceries
- Hamburger buns - 60 pieces
- Vegetarian burger buns - 15 pieces
- Beef burgers - 50 pieces
- Vegetarian burgers - 15 pieces
- Chicken skewers - 50 pieces
- Vegetable skewers - 20 pieces
- Corn cobs - 20 pieces
- Potato salad - 5 kilograms
- Pasta salad - 5 kilograms
- Mixed green salad - 4 kilograms
- Tomatoes - 3 kilograms
- Cucumbers - 2 kilograms
- Bell peppers - 2 kilograms
- Red onions - 1 kilogram
- Corn in cans - 8 cans
- Kidney beans in cans - 6 cans
- Feta - 1 kilogram
- Grated cheese - 2 kilogram
- Cheddar slices - 60 slices
- Hamburger sauce - 3 bottles
- Mayonnaise - 3 jars
- Ketchup - 3 bottles
- Mustard - 2 bottles
- Garlic sauce - 2 bottles
- Barbecue sauce - 3 bottles
- Olive oil - 2 bottles
- Salt - 2 packs
- Black pepper - 2 jars
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Garlic powder - 1 jar
- Herb butter - 1 kilogram
- Baguettes - 12 pieces
- Hummus - 2 kilograms
- Cream cheese - 1 kilogram
- Young cheese - 2 kilograms
- Hummus wraps - 30 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Mixed snacks - 5 bags
- Peanuts - 3 bags
- Olives - 4 jars
- Grapes - 4 kilograms
- Apples - 40 pieces
- Bananas - 30 pieces
- Brownies - 60
- Cookies - 8 packs
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 60 bottles
- Sparkling water - 24 bottles
- Alcohol-free beer - 48 bottles
- Beer - 120 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 8 bottles
- Coffee - 4 packs
- Tea - 2 boxes
- Milk - 8 liters
- Oat milk - 6 liters
- Sugar - 2 kilograms
- Sweetener - 2 boxes
- Lemons - 2 kilograms
- Ice cubes - 20 kilograms
- Barbecue charcoal - 4 bags
- Firelighters - 2 boxes
- Aluminum foil - 4 rolls
- Baking paper - 2 rolls
- Cling film - 2 rolls
- Napkins - 200 pieces
- Paper towels - 8 rolls
- Trash bags - 60 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 12 pieces
- Rubber gloves - 6 pairs
- Toilet paper - 24 rolls
- Hand soap - 4 bottles

Tips

Plan drinks by person and time: allow two to three drinks per guest for the first hour, then about one drink per hour after that. Add extra water, especially if the meeting includes a barbecue or warm weather.
Match reusable tableware to the final headcount, and add at least 10% extra plates, bowls, cups, knives, forks and spoons. Shared serving spoons and platters are easy to overlook when everyone brings food.
Check power before buying or bringing appliances. Count coffee machines, kettles, charging stations and speakers together, then pack extension cords and power strips long enough to reach the planned camper parking layout.
Keep cold items in coolers or ice containers until serving, rather than relying on camper refrigerators. Chill drinks in advance and reserve enough cooler space for food that must stay cold.
Buy or pack weather protection before the forecast becomes certain. Party tents, tablecloths and food warmers help keep the shared buffet usable if rain, wind or cool temperatures arrive. Their setup also needs clear space beside the marked parking areas.

Frequently asked questions

How much food and drink do I need for a vanlife meeting?: For drinks, plan on two to three per person during the first hour and around one per person per hour afterwards, plus water. For food, use the confirmed participant list and add roughly 10% extra for seconds, dietary needs and late additions.
How many reusable plates and cups should I bring?: Bring one complete set per participant for each planned meal, plus at least 10% extra. For a group of 30, that means at least 33 plates, bowls, cups and sets of cutlery, with additional cups if drinks will be served throughout the day.
How much power do I need at a vanlife meeting?: Check the wattage of every coffee machine, kettle, charging station, speaker and other appliance before the meeting. Plan power distribution at least one week ahead, and bring extension cords and power strips so several campers are not sharing one overloaded outlet.
When should I buy supplies for a vanlife meeting?: Buy shelf-stable supplies and check equipment two to three days before the meeting. Buy fresh food and ice on the day itself or one day before, and chill drinks at least six hours before guests arrive.

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