Carnival celebration checklist

A carnival celebration needs more than decorations and music. You need a clear program, enough volunteers, safe activity areas and a plan for food, drinks and registration details. Start by fixing the date and venue, then work through invitations, games, supplies and staffing. In the final week, confirm dietary requirements, collect deliveries and print the run sheet. On the day, allow time to check the venue, arrange tables and chairs, set up game corners and prepare emergency information before guests arrive.

Organize this event for free with Lizzt

The plan, step by step

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

Preparations

Set the date and program
2 people
Reserve rooms and grounds
Check safety rules
2 people
Design invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Create a music playlist
2 people
Prepare game activities
4 people
Sort craft supplies
2 people
Purchase game prizes
2 people
Check the shopping list
2 people
Do the shopping
3 people
Receive drinks and food items
2 people
Set up non-perishable supplies
2 people
Keep fresh produce cool
2 people
Make Name Stickers and Wristbands
2 people
Print the run sheet and contact list
Prepare first aid and emergency information

Event

Open venue
2 people
Check floors and tables
2 people
Set up tables and chairs
5 people
Set up buffet tables
3 people
Set up game corners
4 people
Set up craft tables
3 people
Hang decorations
4 people
Set up lighting
2 people
Connect sound equipment
2 people
Test music and microphone
2 people
Prepare the buffet
5 people
Chill drinks
3 people
Prepare coffee and tea
2 people
Lay out crockery and cutlery
3 people
Set up the registration table
2 people
Brief volunteers
3 people
Welcome visitors
4 people
Hand out wristbands
2 people
Guide the carnival parade
6 people
Supervise game activities
6 people
Facilitate craft activities
3 people
Serve snacks
4 people
Refill drinks
3 people
Refill coffee and tea
2 people
Empty trash bins
2 people
Restock the buffet
3 people
Handle prize ceremony
3 people
Provide dance music
2 people
Check toilets
2 people
Collect lost and found items
Guide visitors to the exit
3 people

Aftercare

Clear away food and drinks
4 people
Turn off the sound equipment
2 people
Safely remove decorations
4 people
Clear tables and chairs
5 people
Sort and remove waste
3 people
Wash dishes
3 people
Clean the kitchen
3 people
Clean halls and corridors
4 people
Clean the restrooms
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Store leftover stock
2 people
Register lost and found items
Inform participants about lost and found items
Lock up the venue
2 people

What to bring

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

Furniture

Tablesqty 12
Chairsqty 160
Buffet tablesqty 4
Craft tablesqty 3
Party tentsqty 2
Clothes racksqty 3

Decorations

Carnival flagsqty 8
Balloonsqty 300
Balloon pumpqty 3
Buntingqty 20
Confetti-free table decorationsqty 12
Colorful tableclothsqty 12
Photo backdrop
Photo propsqty 20
Adhesive hooksqty 100
Binding twineqty 2
Scissorsqty 6
Tapeqty 8

Equipment

Speakersqty 2
Mixer
Microphonesqty 2
Microphone standsqty 2
Music player
Extension cordsqty 8
Power stripsqty 6
Rechargeable batteriesqty 12
Coolersqty 4
Thermos flasksqty 6

Tableware

Reusable cupsqty 220
Reusable platesqty 180
Cutlery setsqty 180
Coffee cupsqty 60
Small bowlsqty 20
Serving plattersqty 16
Serving spoonsqty 8

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Bread knivesqty 3
Pliersqty 8
Measuring cupsqty 3
Kettlesqty 2
Food warmersqty 4
Refrigeratorsqty 2
Aluminum foilqty 3
Cling filmqty 3

Lighting

LED light stringsqty 8
LED lampsqty 6
Night lightsqty 4

Cleaning

Broomqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8
Waste binsqty 10
Paper towel dispenserqty 2
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the date, program and venue before sending invitations. Include registration details early, then use the responses to confirm attendance, dietary requirements and the number of name stickers and wristbands needed.
Assign volunteers to specific jobs rather than asking for general help. Cover registration, game corners, food and drinks, activity supplies, safety and closing duties so no area is left unattended.
Prepare games and craft activities before setup day. Sort craft supplies, buy prizes and label each activity corner so volunteers can start quickly instead of searching through boxes during the celebration.
Keep food and drinks on separate timelines. Set up non-perishable supplies in advance, keep fresh produce cool, and check delivered drinks and food items as soon as they arrive.
Print the run sheet, contact list and emergency information before the event. When the venue opens, check floors and tables first, then arrange seating, buffet tables and game corners before decorating.

Frequently asked questions

How far in advance should I send carnival celebration invitations?: Send invitations at least 4 weeks before the celebration. Set the registration deadline around 10 to 14 days before the event so you have time to confirm attendance, dietary requirements, volunteers and supplies.
How many volunteers do I need for a carnival celebration?: Plan at least 1 volunteer for registration, 1 for food and drinks, and 1 for each busy game or craft corner. For several activity areas, add a floating helper who can cover breaks and respond to problems.
When should I prepare carnival games and craft supplies?: Sort craft supplies and prepare game activities 3 to 7 days beforehand. Buy prizes and check the shopping list during the same week, leaving the final day for packing, fresh food and last-minute confirmations.
How early should I arrive to set up a carnival celebration?: Open the venue at least 2 hours before guests arrive. Use the first 30 minutes for safety and surface checks, then set up tables, chairs, buffet tables, game corners, sound equipment and decorations.

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.