What to bring to a vintage caravan gathering

A vintage caravan gathering needs more than food and drinks. You will also need practical supplies for shared parking, outdoor serving, evening lighting and safe power connections between caravans and tents. Use this shopping list to check what must be bought, borrowed or packed before arrival. Plan reusable tableware for every registered guest, then add a small buffer for breakages, late arrivals and extra servings.

Organize this event for free with Lizzt

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Folding chairsqty 70
Buffet tablesqty 4
Bar stoolsqty 6
High tablesqty 4
Tableclothsqty 10

Tableware

Reusable platesqty 80
Reusable bowlsqty 70
Reusable cupsqty 150
Wine glassesqty 80
Coffee cupsqty 80
Cutlery setsqty 80
Serving spoonsqty 8
Serving jugsqty 8

Equipment

Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Extension cordsqty 6
Power stripsqty 6
Portable sound system

Lighting

String lightsqty 6
LED lanternsqty 8

Decorations

Directional signsqty 12
Conesqty 30
Barrier tapeqty 4
Name badgesqty 80
Markersqty 8

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 12
Serving traysqty 6
Aluminum foilqty 3
Food storage containersqty 10

Cleaning

Washing-up bowlsqty 3
Spongesqty 12
Hand broomsqty 3
Dustpan and brushqty 2
Mop setsqty 2

Catering

Groceries
- Coffee - 2 packs
- Assorted tea - 100 bags
- Sugar - 2 kilograms
- Milk - 8 liters
- Oat milk - 3 liters
- Coffee creamer - 2 packs
- Chocolate milk - 6 liters
- Still water - 8 bottles
- Sparkling water - 6 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Iced tea - 4 bottles
- Ginger beer - 2 bottles
- Alcohol-free beer - 3 cases
- Lager - 5 crates
- White wine - 12 bottles
- Red wine - 6 bottles
- Rosé - 6 bottles
- Sparkling wine - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Lemons - 12 pieces
- Ice cubes - 15 kilograms
- Baguettes - 12 pieces
- Mini rolls - 80 pieces
- Wholemeal bread - 6 loaves
- Butter - 1 kilogram
- Young cheese - 2 kilograms
- Aged cheese - 1 kilogram
- Ham - 1 kilogram
- Chicken breast slices - 1 kilogram
- Hummus - 6 tubs
- Cucumber - 8 pieces
- Tomatoes - 3 kilograms
- Mixed salad - 8 bags
- Red onion - 1 kilogram
- Potato salad - 6 kilogram
- Pasta salad - 6 kilogram
- Green salad - 5 kilograms
- Vegetarian burgers - 30 pieces
- Hamburgers - 70 pieces
- Hamburger buns - 80 pieces
- Hot dog sausages - 60 pieces
- Hot dog buns - 60 pieces
- Ketchup - 3 bottles
- Mustard - 3 bottles
- Mayonnaise - 3 jars
- Barbecue sauce - 2 bottles
- Satay sauce - 2 jars
- Barbecue salt - 2 jars
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Party nuts - 3 kilograms
- Olives - 2 kilograms
- Grapes - 4 kilograms
- Apples - 40 pieces
- Mandarins - 40 pieces
- Brownies - 60
- Cookies - 8 packs
- Vegetarian snacks - 6 trays
- Gluten-free rolls - 6 pieces
- Vegan spreads - 3 packages
- Nut-free snacks - 4 trays
- Barbecue charcoal - 25 kilogram
- Firelighters - 2 boxes
- Aluminum grill trays - 80 pieces
- Wooden satay skewers - 100 pieces
- Napkins - 300 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Trash bags - 80 pcs
- Freezer bags - 2 boxes

Tips

Plan on 2–3 drinks per person for the first hour, then about 1 drink per person per hour. Chill the first batch in coolers before guests arrive and keep a second batch ready.
Allow 1 reusable plate, bowl, cup and cutlery set per guest, plus at least 10% extra. Wine glasses and coffee cups are easy to overlook when the buffet and drinks area are set up separately.
Count power points before buying or packing extension cords and power strips. Keep electrical connections away from wet ground, and bring enough cable length to reach from the mapped outlets to the lighting, coffee machines and food warmers.
Prepare one clear set of directional signs for the approach route, parking area, toilets and gathering point. Pack cones and barrier tape as well; signs alone will not keep access lanes clear.
Pack lighting for both the shared area and the walk back to the caravans. String lights set the main area, while LED lanterns provide roughly one light source per dark walkway or entrance.

Frequently asked questions

How much food and drink do I need for a vintage caravan gathering?: For drinks, allow 2–3 per person in the first hour and about 1 per person for each following hour. For food, plan one main serving per guest plus 10% extra, especially if the gathering lasts an afternoon or evening.
How many plates, cups and cutlery sets should I bring?: Bring one complete reusable place setting per registered guest, plus 10% spare. For 40 guests, that means 44 plates, bowls, cups and cutlery sets, with additional wine glasses and coffee cups based on the drinks and coffee schedule.
How many tables and chairs do I need for the gathering?: Start with one chair per registered guest and add 5–10% spare if space allows. Reserve separate table space for the buffet, drinks, coffee machines and serving equipment instead of trying to fit everything on guest tables.
When should I buy and pack supplies for a vintage caravan gathering?: Buy or confirm borrowed equipment at least 1 week before the event, especially tents, tables, power equipment and lighting. Do the food and drink shopping 1–2 days before, then chill drinks and pack the serving supplies on the day before arrival.

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.