Easter fire planning checklist

An Easter fire needs more preparation than a pile of timber and a meeting point. Set the date and location first, then confirm permissions, permits, insurance and the fire safety plan before inviting people. Work backwards from the event to arrange toilets, power, tents, waste collection, staff and emergency access. This checklist covers the planning details that are easy to leave until the final week, including wind limits, parking, dietary requirements and the teardown crew.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Set date and location
2 people
Check the permit
Notify the municipality
Record landowner permission
Check insurance coverage
Draw up the fire safety plan
2 people
Determine the access route for emergency services
2 people
Determine the safe fire zone
3 people
Set wind and weather limits
2 people
Contact timber suppliers
Arrange waste collection
Reserve toilets
Reserve power supply
Reserve party tents
Send invitations
2 people
Process registrations
Collect dietary requirements
Assign volunteers
2 people
Assign supervisors
2 people
Schedule bar staff
Schedule the build-up crew
Schedule the teardown crew
Develop the traffic plan
2 people
Designate the parking area
2 people
Inform nearby residents
2 people
Announce wood collection
Check wood against allowed capacity
3 people
Stack wood on site
4 people
Check the site for obstacles
2 people
Check material stock
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Check the weather forecast
Send final visitor information

Event

Cordon off the area
4 people
Check the fire pit
3 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up the bar
3 people
Hang lighting
3 people
Connect power supply
2 people
Set up toilets
2 people
Place waste stations
2 people
Place first aid kit
Place fire extinguishers
2 people
Prepare fire water
2 people
Place safety signs
2 people
Check woodpile for flammability
3 people
Set up bar stock
3 people
Set out snacks
3 people
Prepare coffee and tea
2 people
Set up the reception table
2 people
Do a final site round
3 people
Welcome visitors
3 people
Supervise wood delivery
3 people
Keep children out of the fire zone
4 people
Serve snacks
3 people
Serve drinks
3 people
Serve coffee and tea
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
2 people
Light the bonfire
3 people
Monitor the fire continuously
4 people
Guard access to the fire zone
3 people
Ensure visitors leave safely
3 people
Let the fire die out under supervision
4 people
Extinguish glowing embers
4 people

Aftercare

Take down tables and chairs
4 people
Take down party tents
4 people
Remove lighting
3 people
Collect waste
4 people
Dampen the ash residue
3 people
Clear the fire pit
4 people
Clean the grounds
4 people
Wash reusable tableware
3 people
Clean the bar
2 people
Have toilets collected
Dispose of waste
2 people
Return borrowed materials
2 people
Return rented materials
2 people
Return the grounds to the owner
2 people
Store leftovers safely
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 80
Bar stoolsqty 6
Beer tablesqty 6
Bar matsqty 2

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 100
Knivesqty 100
Forksqty 100
Spoonsqty 100
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 12
Serving trays with lidsqty 6
Pliersqty 6
Measuring cupsqty 2

Equipment

Power generator
Extension cordsqty 6
Cable reelsqty 4
Handheld megaphone

Lighting

String lightsqty 8
LED lampsqty 12
Work lightsqty 4
Flashlightsqty 8

Safety

Fire extinguishersqty 4
Firewater tanksqty 2
Buckets of waterqty 8
Fire blanketsqty 3
First aid kitsqty 2
Work glovesqty 20
Safety gogglesqty 10
Reflective vestsqty 12
Crowd control barriersqty 24
Traffic conesqty 20
Barrier tapeqty 6
Warning signsqty 12
Pioneer shovelsqty 6
Rakesqty 6
Wheelbarrowsqty 3

Cleaning

Waste binsqty 12
Dustpan and brushqty 4
Broom setsqty 4
Mopsqty 4
Bucketsqty 6
Washing-up bowlsqty 4
Hand soap dispensersqty 6

Communication

Walkie-talkiesqty 8
Clipboard foldersqty 6
Pensqty 20

Catering

Groceries

Tips

Start permit and permission checks before sending invitations. Confirm the municipality’s requirements, record the landowner’s approval and check insurance coverage early enough to correct any gaps.
Write the fire safety plan before ordering timber. Include the safe fire zone, emergency-services access route, wind and weather limits, supervisors and a clear process for stopping the fire.
Set staffing deadlines at least 2–3 weeks before the event. Assign supervisors, build-up and teardown crews, then schedule bar staff so no essential role depends on last-minute volunteers.
Plan guest logistics when registrations open. Record dietary requirements, publish the parking area and traffic plan, and inform nearby residents before the event rather than on the day itself.
Check infrastructure several days before the fire. Test the generator, extension cords, cable reels, lighting and coffee equipment, and confirm that toilets, party tents and waste collection are booked for the correct times.

Frequently asked questions

How early should I start planning an Easter fire?: Start at least 6–8 weeks beforehand. Use the first two weeks for the date, location, permits, landowner permission, insurance and fire safety plan, then arrange suppliers, facilities and staffing.
Do I need a permit for an Easter fire?: Check with the municipality before confirming the event; requirements vary by location and fire size. Make the check at least 4–6 weeks ahead, because you may also need to notify the municipality and provide safety information.
How much staffing does an Easter fire need?: Create separate roles for supervisors, build-up, teardown and bar service, then assign named people rather than relying on a general volunteer list. Finalise the rota at least 2–3 weeks before the event and keep supervisors available throughout the fire.
When should I arrange toilets, power and waste collection?: Book toilets, power supply and waste collection as soon as the date and location are fixed, ideally 4–6 weeks in advance. Confirm delivery, collection and access details again 7 days before the event.

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.