Dussehra Celebration Checklist

A Dussehra celebration needs more than a puja schedule and decorations. You need a clear program, a suitable venue, catering numbers, volunteer roles, safety arrangements and a practical setup plan. Start with the date, program and venue, then confirm permits and suppliers before sending invitations. In the final week, check registrations, dietary requirements, equipment, puja supplies and the Ravan display so nothing essential is left until event day.

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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
Reserve venue
Check permits
Prepare safety plan
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Determine catering quantities
2 people
Select meals and snacks
2 people
Contact suppliers
Take inventory of supplies
2 people
Create a decoration design
2 people
Develop Puja program
2 people
Compile the music program
2 people
Assign volunteers
2 people
Brief the presenter
2 people
Check the puja supplies
2 people
Prepare Ravan decorations
4 people
Prepare name badges
Communicate route and parking
Check final registrations
2 people
Prepare the allergen list
2 people
Buy stock of shelf-stable products
3 people
Sort decorations
2 people
Buy fresh groceries
3 people
Wash and cut vegetables
4 people
Make marinades and sauces
3 people
Portion desserts
3 people
Lay out costumes and props
2 people
Pick up venue keys
Inspect the grounds and halls
2 people
Set up tents
4 people
Set up tables and chairs
4 people
Set up Pujatafel
3 people
Place Ravan figure
4 people
Hang decorations
4 people
Connect lighting
2 people
Test sound equipment
2 people
Set up buffet area
4 people
Chill drinks
2 people
Prepare hot dishes
5 people
Prepare snacks
4 people
Mark allergens separately
2 people
Set up the registration table
2 people
Brief volunteers
3 people

Event

Welcome guests
3 people
Hand out name badges
2 people
Serve welcome drinks
3 people
Announce the opening
Support cultural performances
3 people
Serve snacks
3 people
Refill drinks
2 people
Prepare Puja
3 people
Guide the puja
3 people
Hand out prasad
4 people
Set up buffet
4 people
Serve the meal
5 people
Refill buffet
3 people
Clear away dishes
3 people
Present the Dussehra story
2 people
Guide the Ravan ritual
5 people
Carry out a safe light show
3 people
Announce the closing
See guests off
3 people

Aftercare

Pack leftovers
3 people
Collect waste
4 people
Wash dishes
4 people
Switch off equipment
2 people
Take down decorations
4 people
Clear tables and chairs
4 people
Clean the venue
5 people
Check materials
2 people
Return rented items
2 people
Distribute leftover food
2 people
Keep lost and found items

What to bring

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

Furniture

Party tentsqty 2
High tablesqty 4
Buffet tablesqty 6
Chairsqty 70
Puja table
Registration desk

Tableware

Dinner platesqty 80
Dessert platesqty 80
Bowlsqty 80
Drinking glassesqty 100
Cupsqty 70
Teaspoonsqty 80
Tablespoonsqty 80
Forksqty 80
Knivesqty 80
Serving spoonsqty 20

Equipment

Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 6
Coolersqty 4
Extension cordsqty 6
Power stripsqty 6
Wireless microphone
Speakersqty 2
Music player

Kitchen

Cutting boardsqty 6
Chef's knifeqty 6
Mixing bowlsqty 8
Serving plattersqty 12
Serving tongsqty 8
Measuring cupsqty 3
Aluminum foilqty 3
Cling filmqty 3

Decorations

Marigold garlandsqty 12
Rangoli powderqty 8
Colorful clothsqty 10
LED tea lightsqty 60
Paper lanternsqty 12
Balloonsqty 100
Ropeqty 3
Ravan figure
Name badgesqty 80
Tableclothsqty 12
Directional signsqty 6

Lighting

LED string lightsqty 8
Batteriesqty 24
Flashlightsqty 4

Puja

Puja thaliqty 2
Diya holdersqty 12
Copper kalash
Puja clothsqty 3
God statuesqty 2
Kumkum bowlsqty 4
Incense holdersqty 2

Cleaning

Waste binsqty 6
Broom and dustpanqty 3
Mopsqty 3
Bucketsqty 3
Reusable cleaning clothsqty 12

Catering

Groceries

Tips

Set the date, program and venue before opening registrations. Confirm permits and the safety plan early, especially if the celebration includes an outdoor Ravan display, tents, amplified sound or a large gathering.
Use final registration numbers to calculate meals, snacks, plates, cups and drinks. Close or review registrations at least 3–5 days before the event, then share the confirmed headcount with catering suppliers.
Buy shelf-stable products first and leave fresh groceries until the last 1–2 days. Prepare an allergen list from the collected dietary requirements and place it where guests can see it at the buffet.
Assign volunteers to registration, the puja program, catering, guest guidance and cleanup. Brief the presenter and test the wireless microphone, speakers, music player, extension cords and power strips before guests arrive.
Keep the puja table, registration desk, buffet tables and Ravan decorations in the setup plan. Allow at least 60–90 minutes before the start for furniture placement, food warmers, drinks, name badges and a final safety check.

Frequently asked questions

How early should I start planning a Dussehra celebration?: Start at least 6–8 weeks before the celebration. Set the date and program first, then reserve the venue, check permits, contact suppliers and assign volunteers before sending invitations.
How do I calculate food for a Dussehra event?: Use the final registration count and add around 10% for late additions or larger portions. Confirm the meal, snack and dietary breakdown with the caterer 3–5 days before the event.
When should I buy groceries for a Dussehra celebration?: Buy shelf-stable items 1–2 weeks ahead and fresh groceries during the final 1–2 days. Check coolers, food warmers, serving platters and utensils before the fresh food is collected.
What should I check on the day of a Dussehra celebration?: Complete the setup 60–90 minutes before guests arrive. Test the sound system, check the puja supplies and Ravan decorations, set out name badges, confirm volunteer positions and review the safety route and parking information.

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