Company festival checklist: what to arrange and when

A company festival needs more than a date, food and a music setup. You need to coordinate registrations, dietary requirements, suppliers, tents, power, activities and the event-day team in the right order. This checklist gives you a practical sequence, from confirming the location to cooling drinks and opening the welcome desk. Use it to spot the details that are often left until the last week, especially permits, cable safety, name badges and catering quantities.

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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
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Publish the program
Reserve suppliers
Reserve party tents
Reserve music equipment
Place catering order
Report allergies
Check permits
Check power outlets
2 people
Create floor plan
Coordinate the layout
2 people
Purchase activity supplies
2 people
Purchase decorations
2 people
Prepare name badges
2 people
Print attendance list
Print the run sheet
Assign volunteers
Prepare the welcome desk
2 people
Confirm catering delivery
Check the weather forecast
Do the shopping
3 people
Chill drinks
2 people
Set up non-perishable supplies
2 people
Set up tents
4 people
Connect power
2 people
Set up tables
3 people
Set up chairs
3 people
Set up buffet
3 people
Set up the drinks bar
2 people
Set up coffee station
2 people
Prepare snacks
4 people
Set out salads and bread
3 people
Mark vegetarian options
Place allergen cards
Hang up decorations
3 people
Hang lighting
2 people
Test the music
2 people
Set up activities
3 people
Place waste stations
2 people
Check toilets
2 people

Event

Staff the welcome desk
2 people
Welcome guests
3 people
Hand out name badges
2 people
Serve welcome drinks
3 people
Supervise activities
4 people
Serve snacks
3 people
Refill drinks
2 people
Refill coffee and tea
2 people
Open the buffet
3 people
Restock the buffet
3 people
Collect tableware
2 people
Operate the music
Check the lighting
Check toilets periodically
2 people
Remove waste regularly
2 people
Announce the final round
See off guests
3 people

Aftercare

Cover food and drinks
3 people
Turn off the sound equipment
2 people
Collect furniture
4 people
Take down tents
4 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
3 people
Check stock
2 people
Return materials
2 people
Store lost and found items

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
High tablesqty 8
Folding chairsqty 100
Buffet tablesqty 4
Bar mat
Clothes racksqty 2
Bollardsqty 6
Tablecloth setsqty 12
Parasol basesqty 4

Tableware

Reusable platesqty 120
Reusable bowlsqty 120
Reusable cupsqty 200
Wine glassesqty 100
Coffee cupsqty 100
Knivesqty 120
Forksqty 120
Spoonsqty 120
Serving spoonsqty 12
Serving plattersqty 12

Equipment

Coolersqty 6
Ice packsqty 30
Coffee machinesqty 2
Kettlesqty 2
Bluetooth speakersqty 2
Microphone
Microphone stand
Extension cordsqty 6
Power stripsqty 6
Cable traysqty 8
Charging stationsqty 2
Thermos flasksqty 6

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Kitchen tongsqty 8
Serving plattersqty 12
Aluminum foilqty 4

Decorations

Buntingqty 12
Balloonsqty 150
Balloon ribbonqty 3
Table décorqty 12
Welcome sign
Directional signsqty 8
Name badgesqty 120
Chalkboardsqty 6
Markersqty 12

Lighting

String lightsqty 8
LED lampsqty 12
Battery lanternsqty 6

Sports equipment

Cornholeqty 2
Tug of war rope
Relay batonsqty 10
Footballsqty 3
Conesqty 20

Cleaning

Hand broomsqty 4
Trash binsqty 8
Hand soap dispensersqty 6

Catering

Groceries

Tips

Confirm the date, location and suppliers before sending invitations. Once registrations open, collect dietary requirements at the same time so the caterer has usable numbers rather than last-minute messages.
Publish the programme before the event, then print the run sheet and attendance list for the day itself. Keep the welcome desk supplied with name badges and a clear process for late arrivals.
Check permits, power outlets and the floor plan at least two weeks before the festival. Test where the coffee machines, kettles, speakers and microphone will run, and keep extension cords and cable trays out of walkways.
Do not leave tent, furniture and catering delivery checks until the morning of the festival. Confirm arrival times in advance, then match tables, chairs, buffet areas and the bar setup to the approved layout.
Check the weather forecast 48 hours before the event and decide what changes are needed for tents, umbrellas and outdoor activities. Chill drinks early enough for the first service, using coolers and ice packs rather than relying on a last-minute supermarket run.

Frequently asked questions

How far in advance should I send company festival invitations?: Send invitations 6 to 8 weeks before the festival if attendance affects catering, suppliers or activities. Set the registration deadline at least 10 to 14 days before the event so you can confirm numbers and dietary requirements.
When should I confirm catering numbers for a company festival?: Close registrations 10 to 14 days before the festival and send the confirmed headcount to the caterer immediately. Report allergies and dietary requirements separately, then reconfirm the delivery time 2 to 3 days beforehand.
How early should I check permits and power for a company festival?: Check permits and available power at least 3 to 4 weeks before the event. Complete the floor plan and test the intended equipment connections no later than 1 week beforehand, especially for coffee machines, kettles, speakers and microphones.
When should drinks be cooled for a company festival?: Move drinks into coolers with enough ice or frozen packs 4 to 6 hours before guests arrive. For a large outdoor setup, prepare a second cooling point before the welcome desk opens so service does not depend on one cooler.

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.