Camping Reference Guide

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The complete camping reference for The Brandywine Festival. Use the filter above to show only what's relevant to your camping style, or read everything at once.

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Section 1

Arrival & Check-In

A smooth arrival makes everything that follows feel magical. Here's what to expect on the day you arrive.

Book your arrival window. All campers select a timed slot via Camping Registration. Windows are capped at 300 arrivals each. Early Arrival is available to purchase. Full instructions will be sent by email by June 1st.

Priority arrival windows are given to large groups requiring coordination, those with accessibility needs, and tent rental customers needing staff help.

Step-by-Step: When You Arrive

  1. Check-In StationPull into a marked lane. Show your ticket (digital or printed) and a valid photo ID. Fill out a parking card — this stays visible on your dashboard for the entire event.
  2. Get Your AssignmentYou'll be directed to your zone and sent to a drop zone near your pitch. Lay a tarp within ~25–30 feet of your spot to stage your gear.
  3. Unload Your CarUnload everything onto the tarp. You cannot drive to your actual tent pitch. The furthest sites are no more than 200 feet from the drop zone.
  4. Move Your VehicleImmediately move your car to the main parking lot. Parking is ~1km (0.6 miles) from camp. Shuttles may be available during busy periods.
  5. Set Up Camp!Return to your tarp and start building. A Camp Attendant can show you your exact pitch. Take your time, help your neighbours — it's the Hobbit way.
Important rules: Do not block fire lanes or access paths. No tent setup in parking areas. No early arrival without prior approval.
💡 Practice setting up your tent at home before the event. A few minutes at home = a lot less stress at the festival gate.
  1. Check In on Your First DayCheck in at the main entry just like campers. Show your ticket, photo ID, and fill out a parking card. It must be visible on your dashboard every day.
  2. Park in the Main Lot DailyParking is ~1km (0.6 miles) from the event zone. Build that walk into your plans. No driving into camping areas.
  3. Days 2 Onwards: Walk Straight InPark and go. No need to check in again — just parking card on display and costume on.
Gate hours: Check posted entry/exit times, especially in the evenings. Be mindful of quiet zones when arriving or leaving after dark.
Section 2

Tent Rentals

Don't have your own gear — or simply want to arrive light? Rent a pre-pitched, fully-dressed canvas tent through our official provider. Your tent will be ready and waiting before you arrive.

⛺

Tent rentals are managed by our official providers — festival canvas specialists who professionally pitch, safety-check, and dress every tent before you arrive, with an on-site support team throughout the weekend.

Full tent options, pricing, and booking are available on the dedicated tent rentals page — including tent types, bed configurations, furnishing options, and early arrival add-ons.

View Tent Rentals & Book →
Section 3

Tent & Space

Your pitch is your home for the festival. Here's how to make it work — and make it magical. Tent rental customers: your tent is already sorted — see lighting and cooking below.

Space allocation: 12ft × 12ft per person. Each registered camper gets a 12×12ft pitch. Group space is combined. Guy lines and décor must stay within your footprint. You cannot purchase extra space without additional registered campers.

In-Game: Tent Styles

Your tent must look like it could belong in Middle-earth. Earth-toned fabrics, historical shapes, no visible modern materials.

🔔

Bell Tent

Single centre pole, conical — charming and very Hobbit-appropriate

🏕️

Wedge / A-Frame

Simple two-pole design, common in reenactment camps

🏠

Wall Tent

Rectangular, roomy — great for larger groups

⛺

Scout / Pup Tent

Low-profile canvas — good for solo campers

⛪

Medieval Pavilion

Tall with pointed roof — ideal for characters with flair

🚐

Vardo Wagon

By approval only — must be thematic and well-integrated

✓ Approved Materials

  • Canvas or cotton
  • Poly-cotton canvas (65/35% ideal)
  • Wool-blend fabrics
  • Earth tones: greens, browns, creams, greys

✕ Not Permitted in IG

  • Bright nylon or polyester dome tents
  • Reflective or bright-coloured fabrics
  • Visible brand logos (must be covered)
  • Exposed metal poles (must be wrapped in fabric)

In-Game: Tent Interiors

Closed tent = total privacy. Modern gear is fine inside a fully closed tent. Open tent = immersion continues. Visible furnishings must fit The Shire aesthetic — not museum-accurate, just believable.

  • Wooden crates, chests & wicker baskets
  • Canvas or burlap-covered bins
  • Bedrolls, quilts, wool blankets
  • Tin, enamel or ceramic dishware on display
  • Rugs, woven mats, sheepskins
  • Wooden tables, stools, folding chairs
  • Air mattresses (covered with blankets)
  • Personal details: letters, maps, trinkets

Out-of-Game: Any Tent Welcome

No aesthetic requirements. Bring any tent you own — any colour, any brand.

✓ All Welcome in OOG

  • Dome & backpacking tents
  • Pop-up & instant-cabin tents
  • Inflatable air-frame tents
  • Tunnel & family cabin tents
  • Bright colours, logos, reflective strips — all fine
  • Vans & pop-up campers (designated vehicle zone)
Rules still apply: Tent + guy lines must fit within your 12×12ft space. Keep entrances facing inward where possible. No blocking paths or access ways.
💡 OOG campers can walk through In-Game areas in costume at any time — your tent simply stays out of sight from the immersive zone.
Section 4

Lighting

The right lighting transforms a campsite from a field of tents into a living village. Here's how to get it right.

✓ Approved IG Lighting

  • LED lanterns — amber or yellow bulbs
  • Battery candles in tin or glass holders
  • Faux oil lamps with LED inserts
  • Mason jar lights (LEDs hidden inside)
  • Warm string lights hidden in vines or fabric

✕ Not Approved in IG

  • Cool-white / daylight LEDs (5000K+)
  • Any open flame inside a tent
  • Exposed LED strip lights
  • Visible power banks or cables
  • Glowing smartwatch screens during IG hours
🔥 No open flames inside tents — ever. This applies to candles, gas lanterns, and any exposed heat source, in all zones and all weather conditions.

Use headlamps, LED lanterns, and modern lighting freely. After dark, please keep lights warm-toned and non-intrusive out of courtesy to your neighbours. No bright beams pointing into other tents.

Section 5

Cooking & Food

Second breakfast is non-negotiable. Here's everything about cooking, dishware, and food storage at the festival.

Communal cooking fires are available across the IG area — anyone can use them. Bring period-appropriate cookware. All dishware used in public must look the part.

✓ Approved IG Cooking

  • Communal fires (open to all)
  • Small personal fire pits (approved zones)
  • Cast iron cookware, tripods, spits
  • Clay, ceramic or enamel pots
  • Concealed gas stoves (hidden from view)

✕ Not Allowed in IG Areas

  • Visible modern propane stoves
  • Bright plastic plates or disposable cups
  • Paper plates or disposable cutlery
  • Branded travel mugs or tumblers
  • Any open flame inside a tent

IG Dishware

In public IG areas: wooden, tin, enamel, ceramic, or pewter only. Plastic is fine inside a closed tent. Dishwashing stations are at the Sanitation Village — bring biodegradable soap, sponge, and a towel. Do not wash dishes at communal wells or water spigots.

✓ Approved OOG Equipment

  • Propane stoves & butane burners
  • Electric hot plates or induction cookers
  • Charcoal or propane grills
  • Jetboils and backpacking stoves
  • Coolers, ice chests & thermal bags
  • Plastic utensils, paper towels, cutting boards
No cooking setup needed on-site. You're welcome to bring packed food and eat anywhere on the festival grounds. Communal fire areas and food vendor stalls are available.

The Hobbit Day Pack

  • In-Game appropriate water bottle
  • Snacks or packed lunch
  • A mug or cup
  • Light cloak or outer layer
  • Props, instruments or character items
  • Small battery pack & light source
  • Small blanket or ground mat
🔥 Universal fire safety: Never cook inside a tent. All flames on stable non-flammable surfaces. Never leave a stove or fire unattended. Store all food sealed — unsealed food attracts wildlife.

Food Storage

Keep all food in sealed plastic bins or coolers when not in use. No unsealed food left outside overnight. No open containers of grease or food waste. Dispose of all scraps properly — never dump food waste on the ground.

Section 6

Camping Zones

The campsite is divided into three zones, each with its own vibe and quiet hours. Zones apply to both IG and OOG camping areas. You'll select yours during Camping Registration.

🔥

Social Zone

Laughter, music, late nights, and campfire storytelling. Performers and social Hobbits thrive here. Highest density of immersive décor.

Quiet from ~11:00 pm
🌙

Quiet Zone

For early risers, light sleepers, and those who need a genuinely calm retreat at the end of the day. No amplified sound after curfew.

Quiet from ~9:00 pm
👨‍👩‍👧

Family Zone

Safe, friendly, and well-monitored. Designed for families with children. Warmer than Quiet Zone, calmer than Social.

Quiet from ~9:30 pm
Groups: Agree on a zone before completing your Camping Registration. We do our best to honour all requests — placement depends on availability. Unregistered last-minute group requests cannot be accommodated.
💡 Free earplugs at the Sanitation Village. No phone or clock alarms — they break immersion. Farthings are In-Game lore only and are not used to divide camping zones.
Section 7

Sanitation, Showers & Toilets

Real-world hygiene matters, even in The Shire. Here's what's available and how to use it properly.

Toilets

Modern portable restrooms are stationed throughout the site in both IG and OOG areas. Units are cleaned and restocked daily. Handwashing stations are placed nearby. ADA-accessible toilets are clearly marked in central locations. Please do not dispose of anything other than toilet paper in the units.

Shower Trailers

Shower trailers are available at the Sanitation Village. Bring your own: towel, biodegradable soap, and flip-flops. Showers are cleaned and monitored throughout the event.

Dishwashing & Waste

Dishwashing stations are at the Sanitation Village. Do not wash dishes in toilets, showers, or water spigots. Use biodegradable soap only. Trash and recycling bins are clearly marked throughout the site.

Pack-in, pack-out: Please take as much waste as possible back with you. If you break glass, clean it up and notify staff. No cigarette butts, bottle caps, or food scraps left on the ground. Sanitation areas are inspected multiple times daily — report issues at the Info Tent.
Section 8

Rules & Safety

These apply to everyone, regardless of camping style. Please read them before you arrive.

✓ Always Fine

  • Battery lighting (warm-toned IG, any colour OOG)
  • Festival-approved prop weapons (no real steel)
  • Registered service animals
  • Sealed food in bins or coolers
  • Biodegradable soap at wash stations
  • Cameras before / after in-game hours

✕ Never Permitted

  • Open flames inside tents (any zone)
  • Fireworks or pyrotechnics
  • Drones without explicit written approval
  • Cameras or video during in-game hours
  • Generators (unless cleared by staff)
  • Unregistered pets or animals
  • Real steel blades or projectile weapons
  • Bluetooth speakers during in-game hours
  • Unsealed food left outside overnight
🔥 Fire safety is non-negotiable. No open flames in tents. No large firepits not provided or approved by staff. No propane heaters or sterno canisters in sleeping areas. Always have water nearby when cooking with flame.
💡 Staff are here to help, not to police you. If you're unsure whether something is allowed, ask at the Info Tent before setting up — not after.
Section 9

Teardown & Departure

Leave The Shire as beautiful as you found it. Teardown is structured — follow these steps and you'll be on your way smoothly.

  1. Pack Everything Onto Your Staging ZoneDismantle your tent and gather all gear, décor, and rubbish into your staging area. Tent rental customers: leave your tent structure in place — rental teardown is managed by the Glamping Services United team.
  2. Wait for Camp Attendant InspectionA Camp Attendant will inspect your area and issue a clearance token when approved. Do not bring your vehicle until you have one.
  3. Retrieve Your VehicleWalk to the parking area and drive to the designated load zone.
  4. Pack Your Car & ExitLoad up, wave farewell, and exit. You may repark in a designated area if you'd like to extend your goodbyes.
Teardown will likely take longer than setup. Factor in mud, crowds, and many heartfelt farewells. Plan accordingly and be patient with your neighbours.
Section 10

Packing List

Everything you might need, organised by category. Use the filter above to see only what's relevant to your camping style.

Essentials — Everyone

  • Event ticket (digital or printed)
  • Valid government-issued photo ID
  • Full costume for warm days & cool nights
  • Rain gear or waterproof cloak
  • Water bottle or tank (1 gallon/person/day)
  • Sunscreen & bug spray
  • Hand sanitizer or wet wipes
  • Small first-aid kit
  • Toiletries & biodegradable soap
  • Power bank (charging limited on-site)
  • Earplugs (also free at Sanitation Village)
  • Eating utensils, cup, bowl or plate

Camping Essentials

  • Tent & stakes (must fit your footprint)
  • Sleeping bag or blankets (nights get cold!)
  • Sleeping pad, cot, or air mattress
  • Pillow
  • Tarp or ground cover (for the drop zone)
  • Lantern or headlamp + batteries
  • Food & snacks (especially for dietary needs)
  • Trash bags
  • Towel for the shower trailer
  • Wash basin, dish towel & sponge
🏕️ Tent rental customers: Your bedding, lighting, and luggage storage are already provided. Focus your packing on costuming, toiletries, and personal items.

In-Game Extras

  • Canvas or poly-cotton tent (earth tones)
  • Warm amber LED lanterns (flicker mode)
  • Period dishware: tin, ceramic, wood, pewter
  • Wooden crates or wicker baskets
  • Rustic décor: bunting, rope, dried flowers
  • Fabric / burlap to cover modern bins
  • Cloak or robe for sanitation visits
  • Biodegradable soap + sponge for dishes

OOG Camp Extras

  • Modern tent (any type or colour)
  • Camping stove or portable grill
  • Cooler or insulated bag
  • LED lanterns or headlamps
  • Folding chairs & camp table
  • Storage totes for food and gear
  • Inflatable mattress or sleeping pad

Day Pack Essentials

  • Character-themed bag or satchel
  • Packed lunch or snacks
  • Small blanket or ground mat
  • Extra outer layer or cloak
  • Props, instruments or character items
  • Small battery pack & light source
💡 Label everything. Group items by function. Use totes or crates that double as seating. And bring more socks than you think you'll need.

Want the Full PDF?

The complete Camping Guide is available as a downloadable PDF — perfect for printing, sharing with your group, or reading offline.

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