Gas cylinders are one of the most operationally complex products a campsite or holiday park sells. Unlike a packet of biscuits, gas involves exchange logistics, safety compliance, supplier relationships, and the ever-present risk of running out on a bank holiday weekend.
This guide covers the practical side of managing gas at your site — from daily operations through to seasonal planning.
Understanding the Exchange Model
Most sites operate an exchange model: a guest brings an empty cylinder and swaps it for a full one. This means you are always tracking two numbers: full cylinders (ready to sell) and empties (waiting for collection or refill).
Getting this wrong causes real problems. Too many empties and not enough fulls means angry guests. Too many fulls and you have tied up capital sitting in a gas cage.
Types and Sizes: What to Stock
| Type | Common Sizes | Primary Use | Season |
|---|---|---|---|
| Propane | 6kg, 13kg, 19kg | Heating, cooking | Year-round |
| Butane | 7kg, 15kg | Cooking, portable heaters | Spring–Autumn |
| Patio Gas | 5kg, 13kg | BBQs, patio heaters | Summer |
Most small sites stock Propane 13kg (the workhorse), Propane 6kg (for smaller caravans), and Butane 7kg. Unless you have specific demand, start there.
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James Mitchell · Berth A1
| Item | Net | VAT | Total |
|---|---|---|---|
| 👆 Pick an item above to start building your invoice | |||
Setting Low-Stock Thresholds
The critical question: how many full cylinders do you need on hand? A good rule of thumb:
- Propane 13kg: Minimum 4-6 full (high demand, slow delivery)
- Propane 6kg: Minimum 3-4 full
- Butane 7kg: Minimum 2-3 full
These are starting points. After a season of tracking, adjust based on your actual consumption patterns.
Daily Operations
Morning Check
Start each day with a quick stock check. How many full cylinders of each type? Any low-stock alerts? Any deliveries expected today?
Recording Exchanges
Every exchange should be logged: one full out, one empty in. This sounds tedious, but it is the only way to know your true stock levels. Digital tracking (through a tool like PayCamp's gas management) takes seconds per exchange.
End of Day
Review the day's activity. How many exchanges? Any types running low? Any deliveries to schedule?
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Supplier Management
Build a relationship with your gas supplier. Key things to establish:
- Minimum order quantities and lead times
- Emergency delivery options for bank holidays
- Empty cylinder collection schedule
- Seasonal pricing or volume discounts
Pre-Arrival Ordering: The Modern Approach
Sites using Portal Essentials can let guests pre-order gas before arrival. This gives you advance notice of demand — if 8 guests have ordered Propane 13kg for Friday, you know to have 8 ready. No guessing, no disappointed guests.
Pre-orders also shift the transaction online, so your reception is not a gas shop on arrival day.
Safety Considerations
Gas storage has legal requirements. Ensure your gas cage is:
- Ventilated and located away from ignition sources
- Secured against unauthorised access
- Clearly signposted
- Compliant with your local fire regulations
Check with your local council or fire service for specific requirements in your area.
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