Autumn Festival checklist and planning guide

An Autumn Festival needs more than food and decorations. You have to coordinate registrations, dietary requirements, volunteers, deliveries and a weather-ready site before guests arrive. This checklist puts the work in a practical order, from confirming the date and venue to setting up tents, seating, hot drinks and soup. Use it to spot the details that are easy to leave until the last minute, especially power, cold storage and allergen labels.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm date and location
Draft invitations
Send invitations
Process registrations
Collect dietary requirements
Announce the schedule
Assign volunteers
2 people
Make reservations
Check the weather forecast
Confirm deliveries
Check the shopping list
2 people
Do the shopping
2 people
Check stock
2 people
Store Non-Perishable Items
2 people
Chill drinks
2 people
Prepare snacks
4 people
Prepare soup
2 people
Label allergens
2 people
Lay Out Clothing and Materials
2 people
Open venue
2 people
Inspect the site
2 people
Check power outlets
2 people
Build party tents
4 people
Set up tables
4 people
Set up chairs
4 people
Set up buffet
3 people
Set up coffee station
2 people
Set up drink station
2 people
Hang lighting
3 people
Hang decorations
3 people
Decorate autumn tables
3 people
Set out game materials
2 people
Test sound
2 people
Set out plates and cutlery
2 people
Prepare name stickers
Set up information table
2 people
Check toilets
2 people
Clear safe walkways
2 people
Set up the reception team
3 people

Event

Welcome visitors
3 people
Check off registrations
2 people
Explain the program
Serve coffee and tea
2 people
Serve pastries and snacks
3 people
Refill drinks
2 people
Supervise children's games
3 people
Oversee the autumn craft table
2 people
Assist at the photo spot
Provide music
Serve soup and bread
3 people
Restock the buffet
2 people
Serve diet meals
2 people
Clear tables
3 people
Wash dishes
3 people
Empty trash bins
2 people
Restock toilets
Check the lighting and sound
Announce the final round
Wave goodbye to visitors
3 people

Aftercare

Switch off equipment
2 people
Store food safely
2 people
Dismantle furniture
4 people
Take down party tents
4 people
Remove decorations
3 people
Dismantle lighting
3 people
Wash dishes
3 people
Clean the venue
4 people
Clear litter from the grounds
3 people
Distribute leftover food
2 people
Inventory materials
2 people
Return borrowed items
2 people
Dispose of waste
2 people
Handle the deposit and keys

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 80
Buffet tablesqty 3
Folding table
Coat racksqty 2

Tableware

Platesqty 100
Soup bowlsqty 80
Coffee cupsqty 80
Glassesqty 120
Mugsqty 60
Cutlery setsqty 100
Serving spoonsqty 8
Soup spoonsqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Soup kettlesqty 2
Hot traysqty 3
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Measuring cupsqty 3
Serving plattersqty 12
Serving tongsqty 8
Thermos flasksqty 6
Coolersqty 4
Ice containersqty 2

Equipment

Speakersqty 2
Microphone
Mixer
Extension cordsqty 6
Power stripsqty 6

Lighting

String lightsqty 6
LED lampsqty 12
Battery lanternsqty 8

Decorations

Autumn leavesqty 10
Pumpkinsqty 20
Ornamental gourdsqty 15
Hay balesqty 6
Tableclothsqty 8
Buntingqty 8
Glass candle lanternsqty 12
Artificial leavesqty 6
Tapeqty 4
Rope rollsqty 3

Sports equipment

Ring toss setsqty 2
Can toss set
Wheelbarrowsqty 2
Craft tablesqty 2
Craft binsqty 6
Photo frame

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Cleaning clothsqty 20

Catering

Groceries

Tips

Confirm the venue, access times and power supply at least two weeks ahead. Check every outlet before setting up coffee machines, kettles, hot trays, speakers and other equipment.
Send invitations early enough to process registrations and collect dietary requirements before you buy food. Set a clear RSVP deadline, ideally 7–10 days before the festival.
Check the weather forecast 48 hours before the event and again on the morning itself. If party tents are needed, allow enough time to build and secure them before tables and chairs go in.
Keep non-perishable items together after shopping, then check stock against the list before preparing food. Chill drinks several hours ahead and use coolers or ice containers so they are cold when guests arrive.
Prepare soup, snacks and hot drinks in batches that match the schedule, and label allergens before food reaches the buffet. Set out soup bowls, spoons, mugs, cups and serving utensils together so volunteers are not searching during service.

Frequently asked questions

How far in advance should I send Autumn Festival invitations?: Send invitations around 3–4 weeks before the festival. Close registrations 7–10 days beforehand so you can confirm numbers, dietary requirements, food quantities and volunteer assignments.
When should I check the weather for an Autumn Festival?: Check the forecast 48 hours before the event, then check it again on the morning of the festival. Use the result to confirm tents, clothing, site access and the timing of outdoor setup.
How early should I set up an Autumn Festival venue?: Allow at least 3–4 hours before guests arrive for opening the venue, inspecting the site, checking outlets, building tents and arranging tables, chairs and buffet areas.
How much food and drink should I prepare for an Autumn Festival?: Base quantities on the final registration count and add roughly 10% for unexpected guests and second servings. Chill drinks several hours ahead, and prepare soup and snacks in batches rather than all at once.

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.