Organise a spectacular event too
Maybritt Bos

A solar eclipse at a motorhome site

Organizing an event at your campsite can be a great way to showcase your location, offer a unique experience for your guests and involve the local community. However, organizing an event can also feel overwhelming: what kind of event suits your campsite? Where do you start? And what do you all need to consider? We’re here to provide inspiration to help you lower that barrier. Organizing an event at your campsite is not only fun, but also great for your visibility!

Owner Lisanne tells us how she seized this natural phenomenon to organize a unique event for her guests. It all started 3 years ago, when a Dutch couple asked, ‘Can we already make reservations for 2026 so we can see the solar eclipse?’ What sounded like bizarre long-term plan at the time turned into an ambitious project. Lisanne decided to search for the best spot to view the solar eclipse on 12 August 2026 - and found Peñafiel Castle as the perfect location. She made it a once-in-a-lifetime experience with this special location, snacks and drinks as well as a number of surprises. Meanwhile, there are already almost a hundred reservations for The ‘Riberduero Eclipse Event’.

How to organize an event?

Organizing an event at your campsite can offer many benefits, but it also comes challenges. Lisanne shares her experiences and provides insight into what is involved. Below, we will discuss the key components.

1. Objective and target group

Before you start, determine the goal of your event and who your target audience is. This will influence choices such as location, decoration and communication. Lisanne focused her event on visitors looking for a unique experience around a solar eclipse.

Additional tips:

  • Target specific groups such as families, seniors or adventurous travelers
  • A clear target group analysis helps to make the right decisions.

2. Location and permits

For her event, Lisanne booked a historic castle as a viewing point. This location offers perfect visibility for the solar eclipse. However, arranging this location was not easy. In Spain, planning is often at short notice, which made the long preparation time a challenge.

Additional tips:

  • Choose a location that aligns with the theme of your event. A unique setting makes it even more attractive.
  • Check whether permits are required and arrange them on time.
  • Make sure you have a back-up plan in case of bad weather.

3. Budget

Financial planning is essential when organizing an event. Lisanne asked her guests to pay two months in advance to ensure financial security. This prevents issues on the day itself and covers costs such as catering and logistics.

Additional tips:

  • Prepare a detailed budget that includes all costs and potential income.
  • Use reservation systems to easily process and monitor payments.

4. Ticket sales

Think about how to sell tickets to visitors. An online ticket service can be a great solution. This will relieve you of the workload and gives you insight into the number of expected visitors and income in advance.

Additional tips:

  • Determine the ticket price and consider all fixed and variable costs you want to cover. You could also offer different ticket types (camper, with or without pets) or packages..
  • Make sure tickets include clear information, such as access times and sites.
  • Start ticket sales on time to gain insight insight into interest and make adjustments if necessary.

5. Staff and volunteers

An event often requires extra hands. Lisanne enlists people from the village as volunteers in addition to her family. This not only provides a cost-effective solution, but also strengthens the connection with the local community.

Additional tips:

  • Decide how many people you need for access control, cloakroom, wristband distribution, the bar and technical support such as lighting and sound.
  • Check if you need first aiders or security.
  • Arrange staff or volunteers in good time and give them clear tasks.
  • Offer volunteers a nice gift, such as a thank you or discount on your next stay.

6. Program and logistics

Clear communication with your guests and good logistical planning are crucial. For example, create special routes and provide detailed logistic information to guests before the event.

Extra tips:

  • Create a schedule containing all logistical details, including emergency plans.
  • Use social media and newsletters to keep your guests informed about updates.

7. Guest experience

An event is not just about practical matters; the guest experience is key. At the event in Spain, Lisanne combines the solar eclipse with tapas, music and an afterparty. The goal, of course, is to offer guests a complete and unforgettable experience.

Additional tips:

  • Ask your guests via surveys or social media what they would enjoy. This will increase their involvement.
  • Add unique elements, such as local food, live music or interactive activities.

What else should you consider?

  • Start small: If you have little experience, start with a small-scale event to gain experience.
  • Promote your event early: Use social media, your website and local newspapers to attract visitors.
  • Work with reservations: This helps estimate the required capacity and logistical planning.
  • Evaluate afterwards: Ask for feedback from your guests and volunteers to improve future events.

Shop local

An event provides an excellent opportunity to collaborate with local entrepreneurs. This can range from caterers and wineries to local artisans. Lisanne says: ‘For example, we fill goody bags with products from small local entrepreneurs. This way, we offer our guests something unique and support local companies.’

Collaborating with local companies can have practical benefits, such as sharing resources and arranging catering. Additionally, it provides your guests with an authentic experience that connects to the region. It can sometimes be challenging to make arrangements, especially if companies are not used to long-term planning. But the results are worth the effort.

Organizing an event: is it worth it?

An event can set your campsite apart from others. It not only offers your guests a special experience, but also strengthens the connection with your visitors. Moreover, it allows you to promote your campsite in a unique way.

Lisanne's story shows that organizing an event can be not only challenging, but also incredibly rewarding. It requires planning, creativity and collaboraiton, but the reward is an unforgettable experience for both you and your guests.

Are you also organizing a fun event? Let us know by sending a private message to our LinkedIn.