CSR day checklist: what to arrange and when
A CSR day combines useful work, teamwork and a shared meal, so the practical details need to connect. Start by choosing a project and checking the site, then build the participant list, teams, transport and risk plan around it. Materials, protective gear, catering and permissions are easy to arrange too late. This checklist covers the full sequence, from defining the programme to sending the final route and weather update.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Define the goal and program
2 people
Select an CSR project
3 people
Create participant list
Send invitations
2 people
Process registrations
Collect dietary requirements
Map out transport needs
Divide participants into teams
2 people
Visit project site
2 people
Identify tasks and risks
3 people
Request permission for work
Reserve dining venue
Coordinate waste collection
Determine equipment needs
2 people
Inventory work gloves
Make a shopping list
2 people
Order work materials
Order catering groceries
Share the program and route
Assign team leaders
2 people
Prepare name badges
2 people
Print work orders
Make route signs
2 people
Check the weather forecast
Send participants a final update
Pick up groceries
2 people
Wash fruits and vegetables
2 people
Prepare materials
3 people
Fill coolers
2 people
Print the run sheet and contact list
Event
Set up the reception table
2 people
Unload work materials
4 people
Set up tables and chairs
4 people
Set up the food and drink area
3 people
Put up route signs
2 people
Lay out safety materials
2 people
Staff the check-in desk
2 people
Receive participants
3 people
Hand out name badges
2 people
Explain the program
Give safety instructions
Guide teams to workstations
5 people
Distribute work materials
4 people
Carry out the work
45 people
Distribute water and fruit
3 people
Refill drinks
2 people
Photograph the work results
Inspect workstations
4 people
Collect waste and leftover materials
6 people
Wash hands and clean equipment
4 people
Serve snacks
3 people
Lead the reflection round
2 people
Set up buffet
5 people
Serve dinner
5 people
Refill drinks during dinner
2 people
Serve dessert
3 people
Give a thank-you speech
Collect tableware
4 people
Pack leftovers safely
2 people
Clear tables
4 people
Separate waste
3 people
Collect work materials
5 people
Leave venue spotless
4 people
Check out participants
2 people
Check the final transport
Aftercare
Empty the coolers
2 people
Wash dishes
3 people
Clean tables and chairs
2 people
Clean work materials
3 people
Take waste to the collection point
2 people
Return borrowed materials
2 people
Do the final cleaning of the venue
3 people
Store unused groceries
Archive photos and participant list
Send thank-you message
Share project results
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Foldable tablesqty 8
- Folding chairsqty 55
- Buffet tablesqty 3
- Reception desk
- Waste binsqty 6
- Clothes racksqty 2
Tableware
- Dinner platesqty 60
- Dessert platesqty 60
- Soup bowlsqty 60
- Water glassesqty 60
- Wine glassesqty 60
- Coffee cupsqty 60
- Dinner cutlery setsqty 60
- Serving spoonsqty 10
Equipment
- Coolersqty 4
- Kettlesqty 3
- Coffee machinesqty 2
- Food warmersqty 4
- Extension cordsqty 4
- Power stripsqty 4
- Bluetooth speakersqty 2
- Microphone
- Power banksqty 4
Work materials
- Work glovesqty 55
- Safety gogglesqty 20
- Rakesqty 10
- Scoopsqty 8
- Pruning shearsqty 10
- Broomsqty 6
- Wheelbarrowsqty 3
- Bucketsqty 8
- Ropeqty 2
- Measuring tapesqty 4
- Duct tapeqty 4
- Work tarpsqty 6
Safety
- First aid kitsqty 2
- Safety vestsqty 10
- Flashlightsqty 6
- Earplugsqty 30
Communication
- Name badgesqty 60
- Badge holdersqty 60
- Route signsqty 8
- Whiteboardsqty 2
- Markersqty 12
- Clipboardsqty 8
- Work ordersqty 12
Decorations
- Tableclothsqty 8
- Buntingqty 4
- Flower arrangementsqty 6
Lighting
- LED string lightsqty 4
- LED lanternsqty 8
Cleaning
- Washing-up bowlsqty 3
- Spongesqty 12
- Microfiber clothsqty 20
- Hand soap dispensersqty 4
- Towel dispensersqty 4
Catering
- Groceries
Tips
- Visit the project site before inviting people. Use that visit to confirm the actual tasks, access route, hazards, permission requirements and the number of work teams you can safely support.
- Set a registration deadline at least 10 days before the CSR day. Use the final list to collect dietary requirements, map transport needs and divide participants into teams with named team leaders.
- Order work materials as soon as the task list is confirmed, and count reusable items such as work gloves, safety goggles, rakes, scoops, pruning shears, brooms and wheelbarrows separately from consumables.
- Plan the meal around the work schedule, not just the headcount. Reserve the dining venue early, arrange waste collection and check that tables, chairs, plates, glasses, cutlery, serving spoons and food warmers match the serving method.
- Send the final programme, route, meeting time, team assignments and weather-dependent instructions 48 hours before the event. Prepare name badges, printed work orders and route signs before that message goes out.
Frequently asked questions
- How far in advance should I start organising a CSR day?
- Start at least 6 to 8 weeks before the planned date. That gives you time to select and visit the project, request permission, reserve the dining venue, invite participants and order work materials.
- When should CSR day registrations close?
- Close registrations about 10 days before the event. You need the final number to assign teams, arrange transport, collect dietary requirements and order catering groceries.
- How do I plan equipment for a CSR day?
- Confirm the site tasks first, then make an equipment inventory at least 2 weeks ahead. Count protective gear and tools by team, and check practical items such as extension cords, power strips, coolers, coffee machines and waste bins.
- When should I send the final CSR day information?
- Send the final update 48 hours before the CSR day. Include the programme, route, meeting point, team leader details, clothing or safety instructions and any change caused by the weather forecast.
Start this plan in Lizzt
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