Culture Day planning checklist

A Culture Day usually combines performances, workshops, food, and visitors moving between several rooms. This checklist takes you from choosing the date and program to opening the venue, with registrations, dietary requirements, volunteers, room layouts, catering, and technical setup covered. Plan the practical details early: workshop materials need sorting by room, fresh food needs chilled storage, and microphones, projectors, and speakers should be tested before guests arrive. Use the full task and equipment lists below to track every detail.

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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

Set the date and program
2 people
Estimate participants and visitors
2 people
Reserve rooms and halls
2 people
Record Performances and Workshops
3 people
Design invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
2 people
Assign volunteers
2 people
Inventory workshop materials
2 people
Coordinate technical details of the performances
2 people
Create catering menu
3 people
Determine Suppliers and Shopping List
2 people
Create map and route
2 people
Print the program and signage
2 people
Create registration list and badges
2 people
Check participant counts
2 people
Do the shopping
3 people
Collect fresh produce
2 people
Set up materials by room
4 people
Store food chilled
2 people

Event

Open venue
2 people
Set up tables and chairs
5 people
Set up the reception desk
2 people
Set up workshop rooms
5 people
Hang up decorations
4 people
Put up route signs
2 people
Connect sound equipment
2 people
Test microphones
2 people
Check presentation files
2 people
Build the catering buffet
5 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Prepare snacks
4 people
Place allergen cards
2 people
Brief volunteers
3 people
Staff the registration desk
2 people
Welcome visitors
3 people
Explain the program
Give the opening speech
Lead first workshops
8 people
Refill drinks
2 people
Serve break snacks
4 people
Guide visitors to performances
3 people
Guide afternoon performances
4 people
Restock the buffet
4 people
Serve the evening buffet
6 people
Collect tableware and waste
3 people
Guide evening performances
4 people
Operate lighting and sound
2 people
Announce schedule changes
Check toilets periodically
2 people
Handle the final round of drinks
2 people
See visitors out
3 people

Aftercare

Switch off equipment
2 people
Pack food safely
3 people
Bring waste to the collection point
3 people
Wash dishes
4 people
Clear tables and chairs
5 people
Collect workshop materials
3 people
Remove decorations
3 people
Clean rooms
5 people
Check borrowed materials
2 people
Return borrowed materials
2 people
Collect lost items
2 people
Finalize the venue
2 people

What to bring

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

Furniture

Foldable tablesqty 12
Chairsqty 120
Buffet tablesqty 4
Reception desk
Clothes racksqty 2
Waste binsqty 8

Tableware

Reusable platesqty 140
Reusable bowlsqty 80
Reusable glassesqty 160
Coffee cupsqty 100
Cutlery setsqty 140
Serving spoonsqty 16
Small bowlsqty 20
Pitchersqty 10

Kitchen

Cutting boardsqty 8
Paring knivesqty 8
Mixing bowlsqty 8
Measuring cupsqty 4
Kitchen tongsqty 8
Aluminum foilqty 4
Cling filmqty 4
Coolersqty 6

Equipment

Coffee machinesqty 3
Kettlesqty 3
Refrigeratorsqty 2
Laptopsqty 2
Projectorsqty 2
Projection screensqty 2
Speakersqty 2
Microphonesqty 3
Microphone standsqty 2
Extension cordsqty 8
Power stripsqty 8
Rechargeable batteriesqty 12

Decorations

Buntingqty 8
World mapsqty 6
Tableclothsqty 16
Paper garlandsqty 10
Name badgesqty 140
Allergen cardsqty 30
Tapeqty 8
Scissor setsqty 6
Markersqty 24

Sports equipment

Yoga and gym matsqty 20
Hoopsqty 8
Soft ballsqty 12
Skipping ropesqty 10
Game materialsqty 8

Lighting

LED light stringsqty 6
Standing lampsqty 4

Cleaning

Vacuum cleanersqty 2
Mopsqty 4
Bucketsqty 4
Cleaning clothsqty 30

Catering

Groceries

Tips

Set the program before sending invitations. Confirm each performance and workshop, then record its duration, room, capacity, equipment needs, and the person responsible.
Close registrations early enough to act on the numbers. Check participant counts, dietary requirements, and volunteer assignments at least 3–5 days before Culture Day.
Prepare one room-by-room setup sheet. Include tables, chairs, workshop materials, projection screens, laptops, speakers, microphones, and the order in which each room must be opened.
Treat catering as a timing task, not just a shopping task. Buy shelf-stable items first, collect fresh produce close to the event, and keep chilled food in refrigerators or coolers until serving.
Set up the reception desk before the first visitor arrives. Keep the registration list, badges, printed program, map, route signs, clothes racks, and waste bins together so volunteers do not have to search for them.

Frequently asked questions

How far in advance should I plan a Culture Day?: Start planning at least 8–12 weeks ahead if the day includes several performances, workshops, or rooms. Aim to have the program, venue, suppliers, and invitation content confirmed 4–6 weeks before the event.
When should Culture Day invitations be sent?: Send invitations about 4–6 weeks before the event, especially if visitors must register for workshops. Set a registration deadline 5–7 days before the day so you can check numbers, dietary requirements, badges, and room capacities.
How many volunteers do I need for Culture Day?: Use at least one volunteer at reception and one responsible person per active workshop or performance area. Add a setup and catering team of 2–4 people, depending on the number of rooms and expected visitors.
When should I set up the Culture Day venue?: Complete the main room, furniture, signs, reception desk, and technical setup on the day before when possible. On the event day, allow at least 2 hours for opening the venue, arranging workshop materials, storing food chilled, and testing microphones, projectors, speakers, and coffee equipment.

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.