Diwali celebration checklist

Plan your Diwali celebration in a clear sequence, from confirming the date and venue to opening the doors. This checklist covers registrations, dietary requirements, rituals, volunteers, food preparation, decorations, sound equipment and diya safety. Start with the guest count and budget, then lock in suppliers and the programme before buying fresh ingredients or setting up the venue. The final checks focus on safe candles, working equipment and a smooth welcome for every guest.

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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
2 people
Check permits and regulations
Record budget and visitor numbers
2 people
Record suppliers and reservations
2 people
Draft invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
2 people
Set the program and rituals
3 people
Assign tasks to volunteers
2 people
Collect music and presentations
2 people
Create a candle safety plan
2 people
Share route and parking information
Finalize visitor list and dietary list
2 people
Check decorations and materials
2 people
Check the shopping list
2 people
Order fresh groceries
Buy dry groceries
2 people
Test diyas and candles
2 people
Test sound equipment
2 people
Prepare rangoli design
2 people
Wash and cut vegetables
3 people
Portion desserts
3 people
Set out tableware and cutlery
2 people
Open venue
2 people
Ventilate the rooms
2 people
Set up tables and chairs
4 people
Set up tablecloths and buffet
3 people
Create rangoli at the entrance
3 people
Hang decorations
3 people
Set up lights and lanterns
3 people
Set up the puja and diya table
2 people
Connect the sound system
2 people
Set up the buffet and drinks station
4 people
Chill drinks
2 people
Finish the snacks and dishes
4 people
Clearly mark allergens
2 people

Event

Staff the welcome desk
2 people
Welcome guests
3 people
Serve welcome drinks
3 people
Supervise children's activities
3 people
Guide the rangoli activity
2 people
Start the music program
Serve chai and snacks
4 people
Refill drinks
2 people
Explain puja and diyas
2 people
Guide the puja
3 people
Light the diyas safely
4 people
Guide the photo moment
2 people
Open the buffet
2 people
Serve dishes
5 people
Keep the buffet tidy
2 people
Collect tableware
3 people
Support cultural performances
2 people
Serve desserts and tea
4 people
Arrange farewell and thank-you
2 people
Extinguish candles and diyas
4 people
See guests out
3 people

Aftercare

Store food chilled
3 people
Collect waste
3 people
Dismantle tables and chairs
4 people
Remove decorations
3 people
Wash dishes
4 people
Clean the kitchen
3 people
Clean floors and toilets
3 people
Dispose of leftover food
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Take out trash and glass
2 people
Keep lost and found items

What to bring

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

Furniture

Tablesqty 10
Chairsqty 80
Buffet tablesqty 4
Welcome table
Clothes racksqty 2
Tableclothsqty 14
Chair coversqty 80

Tableware

Dinner platesqty 100
Dessert platesqty 100
Soup bowlsqty 80
Glassesqty 120
Tea glassesqty 80
Cups and saucersqty 60
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 12
Serving traysqty 12
Serving spoonsqty 12

Decorations

Rangoli powderqty 8
Artificial flowersqty 12
Flower garlandsqty 10
Diya holdersqty 80
Table décorqty 12
Diwali bannersqty 4
Paper lanternsqty 12
Decorative clothsqty 8
Puja cloth

Equipment

Speakersqty 2
Microphoneqty 2
Mixer
Extension cordsqty 8
Power stripsqty 8
Coolersqty 4
Food warmersqty 8
Thermos flasksqty 6
Coffee maker
Kettlesqty 2

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 6
Measuring cupsqty 4
Kitchen tongsqty 8
Aluminum foilqty 4
Cling filmqty 4
Storage binsqty 20
Oven mittsqty 4

Lighting

LED light garlandsqty 8
LED lanternsqty 8
Batteriesqty 24
Fire extinguishersqty 2

Cleaning

Waste binsqty 6
Trash bag holdersqty 4
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Microfiber clothsqty 20
Toilet brushesqty 3

Catering

Groceries

Tips

Set the guest target and budget before ordering food or hiring equipment. Use the final visitor list, including dietary requirements, to confirm portions and tableware quantities.
Send invitations early enough to collect registrations and food requirements before you finalize the menu. Keep one updated list for guests, dietary needs, suppliers and volunteer assignments.
Schedule rituals, music and presentations before arranging the room. This shows where you need the microphone, speakers, clear walking space and seating during the programme.
Buy dry groceries and check decorations in advance, but order fresh groceries close to the event. Wash and cut vegetables and portion desserts only after the final attendance number is known.
Test every diya, candle and sound component before guests arrive. Keep the candle safety plan with the venue team, and complete the rangoli and table setup while there is still enough time to correct missing materials.

Frequently asked questions

How far in advance should I send Diwali celebration invitations?: Send invitations about 4 to 6 weeks before the celebration, especially if guests need to register. Set a reply deadline at least 10 days before the event so you can finalize numbers and dietary requirements.
When should I buy food for a Diwali celebration?: Buy dry groceries several days ahead and order fresh groceries 1 to 2 days before the event. Prepare cut vegetables and dessert portions on the day itself, using the final guest count.
How many volunteers do I need for a Diwali celebration?: Plan at least 1 volunteer for every 15 to 20 guests, plus one person responsible for the programme and one for candle safety. Add extra help if the event includes several rituals, presentations or a buffet.
When should I test diyas and sound equipment?: Test diyas, candles, speakers and the microphone at least 24 hours before the celebration. Repeat a short sound and candle-safety check when the venue opens, before guests enter.

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