Community Day planning checklist

A Community Day runs smoothly when the practical details are settled before people arrive. Start with the date, venue and timetable, then organise invitations, registrations, dietary information and volunteer roles. In the final days, confirm access, suppliers, food quantities and equipment. On the day itself, allow time for opening the venue, checking ventilation and lighting, arranging tables and chairs, and preparing food and drinks before the first guests arrive.

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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
Set the schedule and times
2 people
Draft invitations
2 people
Send invitations
2 people
Register sign-ups
2 people
Collect dietary requirements
Assign volunteers
2 people
Calculate catering quantities
2 people
Reserve suppliers
Check permits
Arrange keys and access
Collect music and presentations
2 people
Prepare name badges
2 people
Make route and parking signs
2 people
Check decorations
2 people
Do the shopping
3 people
Pick up chilled products
2 people
Chill drinks
2 people
Wash fruits and vegetables
3 people
Prepare snacks
4 people
Prepare sandwiches
3 people
Set out tableware and cutlery
2 people

Event

Open venue
2 people
Check lighting and ventilation
2 people
Set up tables and chairs
6 people
Set up buffet tables
3 people
Set up coffee station
2 people
Set up the drinks station
2 people
Connect sound equipment
2 people
Set up presentations
2 people
Hang decorations
4 people
Put up route signs
2 people
Lay out name badges
2 people
Set out buffet dishes
4 people
Place allergen labels
2 people
Brief volunteers
3 people
Staff the reception desk
2 people
Welcome visitors
4 people
Hand out name badges
2 people
Serve coffee and tea
3 people
Refill drinks
2 people
Serve snacks
3 people
Supervise children's activities
4 people
Announce program items
Provide music
Open the buffet
2 people
Restock the buffet
4 people
Serve diet meals
2 people
Collect tableware
3 people
Restock the coffee station
2 people
Empty trash bins
2 people
Serve the last round
3 people
Wave goodbye to visitors
3 people

Aftercare

Store leftovers in the fridge
3 people
Take down the buffet
4 people
Clear tables and chairs
6 people
Wash dishes
4 people
Clean the kitchen
3 people
Clean rooms
4 people
Clean the restrooms
2 people
Remove decorations
3 people
Dispose of waste
2 people
Inventory materials
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Foldable tablesqty 12
Chairsqty 100
Buffet tablesqty 4
Market tablesqty 6
Coat racksqty 2
Waste binsqty 8

Tableware

Dinner platesqty 110
Dessert platesqty 110
Coffee cupsqty 100
Glassesqty 150
Mugsqty 80
Forksqty 120
Knivesqty 120
Spoonsqty 120
Serving spoonsqty 20
Serving plattersqty 16
Small bowlsqty 20
Coffee spoonsqty 80

Decorations

Tableclothsqty 18
Buntingqty 8
Balloon archesqty 2
Flower arrangementsqty 10
Name badgesqty 120
Menusqty 20
Candlesqty 30
Tealight holdersqty 20
Directional signsqty 10
Program postersqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 3
Refrigeratorsqty 2
Coolersqty 4
Bain-mariesqty 4
Speakersqty 2
Microphonesqty 2
Mixer
Extension cordsqty 8
Power stripsqty 6
Laptop
Projector
Projection screen

Kitchen

Cutting boardsqty 8
Chef’s knives and bread knivesqty 8
Mixing bowlsqty 6
Measuring cupsqty 3
Storage binsqty 20
Serving tongsqty 12
Thermos flasksqty 8
Bottle openersqty 4
Aluminum foilqty 4
Cling filmqty 4
Kitchen scalesqty 2

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Cleaning glovesqty 8

Lighting

String lightsqty 6
Battery lanternsqty 6

Catering

Groceries

Tips

Set the date, location and timetable before sending invitations. Include arrival, activities, food service and closing times so volunteers know exactly when they are needed.
Close registration at least 5 days before Community Day. Use the final sign-up count to calculate catering, collect dietary requirements and decide how many chairs, plates and glasses are needed.
Assign volunteer roles no later than 7 days beforehand. Cover opening the venue, welcoming guests, serving food, managing presentations or music, replenishing drinks and clearing waste.
Buy shelf-stable supplies 2–3 days ahead, but collect chilled products on the day or the evening before. Chill drinks for at least 4 hours and wash fruit and vegetables before preparation.
Open the venue at least 2 hours before guests arrive. Check lighting and ventilation first, then set up tables, chairs, buffet areas, signs, name badges, tableware and presentation equipment.

Frequently asked questions

How far in advance should I organise a Community Day?: Fix the date and venue at least 6 weeks ahead, especially if you need permits or outside suppliers. Send invitations around 4 weeks before the event and close registrations about 5 days before it.
How much food and drink do I need for a Community Day?: Use the final registration number rather than an early estimate, and add about 10% for unexpected guests or larger portions. For drinks, plan roughly 2–3 servings per person for the first hour, then 1–2 servings per person for each additional hour.
When should volunteers arrive for Community Day setup?: Ask the setup team to arrive 2 hours before guests, with the person holding the keys arriving first. Serving and welcome volunteers should be briefed 30–45 minutes before opening.
What should I check before opening the Community Day venue?: Allow 30 minutes for a final check of access, lighting, ventilation, signs, tables, chairs, waste bins and tableware. Confirm that chilled drinks are ready, food is prepared, and dietary information is visible to the serving team.

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.