Easter Fire Checklist: What to Arrange and When
An Easter fire needs more planning than a pile of wood and a lighter. This checklist takes you from permits and site safety to registrations, volunteers, food, lighting and cleanup. Start several weeks ahead so you have time to arrange toilets, waste collection, wood delivery and neighborhood notices. In the final days, check the forecast, inspect the wood and prepare clear instructions for everyone working on site.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Apply for a permit for the Easter fire
Check fire safety requirements
2 people
Secure site and fire pit
2 people
Publish date and location
Send invitations
2 people
Open registrations
Recruit volunteers
2 people
Collect dietary requirements
Process registrations
2 people
Contact suppliers for wood
2 people
Reserve portable toilets
Arrange waste collection
Inform the fire brigade
Inform neighbors about the event
2 people
Check the weather forecast and wind
Print safety instructions
Print the volunteer schedule
Announce wood collection
Check wood for suitability
4 people
Remove prohibited materials
4 people
Check the site for obstacles
3 people
Do the shopping
3 people
Fill coolers
2 people
Prepare snacks
4 people
Sort the dishes and cutlery
2 people
Prepare cash register and change
2 people
Check first aid kit
Charge flashlights and walkie-talkies
Check the weather and wind again
Cancel the event in bad weather
2 people
Stack wood at the fire pit
8 people
Mark a safe distance around the fire
3 people
Set up barriers around the fire pit
4 people
Set up fire extinguishing equipment
3 people
Set up tables and chairs
5 people
Build party tents
6 people
Hang lighting
3 people
Connect power supply
2 people
Set up bars and serving points
4 people
Set up the coffee and tea station
2 people
Set up food chilled
3 people
Place menu boards and prices
2 people
Check and restock toilets
2 people
Brief volunteers
3 people
Event
Welcome visitors
3 people
Check registrations at the entrance
2 people
Guide the wood drop-off
4 people
Supervise children's activities
3 people
Serve coffee and tea
2 people
Serve snacks
3 people
Sell drinks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets periodically
2 people
Reinspect the fire pit
3 people
Keep the audience at a safe distance
4 people
Light the Easter fire
3 people
Monitor fire and wind direction
4 people
Inform visitors about safety
2 people
Keep firefighting equipment ready
2 people
Final round past sales points
2 people
Ensure visitors leave safely
4 people
Aftercare
Let the fire burn out completely
3 people
Extinguish glowing embers
3 people
Check the fire area for any remaining hazard
2 people
Remove the barriers
3 people
Collect wood scraps and waste
6 people
Clean the grounds
5 people
Wipe down tables and chairs
3 people
Wash dishes and cutlery
3 people
Empty and clean coolers
2 people
Take down party tents
6 people
Remove lighting and cables
3 people
Take waste to the collection point
3 people
Store leftover food safely
2 people
Return borrowed materials
2 people
Report site handover
Collect lost property
Register lost and found items
Count the final cash balance
2 people
Store leftover stock
2 people
Have toilets collected
Finalize permit conditions
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 2
- Foldable tablesqty 8
- Folding chairsqty 80
- Beer tablesqty 6
- Bar stoolsqty 8
- High tablesqty 6
- Clothes racksqty 2
Tableware
- Reusable cupsqty 150
- Coffee cupsqty 60
- Platesqty 120
- Cutlery setsqty 120
- Serving plattersqty 12
- Pitchersqty 6
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Hot drink urnsqty 4
- Coolersqty 6
- Cutting boardsqty 4
- Chef's knifeqty 3
- Serving spoonsqty 6
- Pliersqty 6
- Thermo boxesqty 3
Equipment
- Extension cordsqty 6
- Cable reelsqty 3
- Power stripsqty 6
- Walkie-talkiesqty 6
- Mobile phonesqty 3
- Cash registersqty 2
- Cash boxesqty 2
- Card machinesqty 2
Lighting
- LED light stringsqty 6
- Work lightsqty 4
- Flashlightsqty 8
Safety
- Fire extinguishersqty 4
- Fire blanketsqty 4
- Water hosesqty 2
- Buckets of waterqty 8
- First aid kitsqty 2
- Safety vestsqty 12
- Work glovesqty 16
- Safety gogglesqty 12
- Hearing protectionqty 8
- Crowd control barriersqty 20
- Barrier tapeqty 4
- Traffic conesqty 12
Decorations
- Easter flagsqty 20
- Buntingqty 8
- Tableclothsqty 8
- Menu boardsqty 6
- Price holdersqty 10
Cleaning
- Waste binsqty 12
- Broom setsqty 4
- Eye-catchersqty 4
- Mopsqty 4
- Bucketsqty 6
- Cleaning cartsqty 2
Catering
- Groceries
Tips
- Apply for the permit and check local fire-safety requirements first; some approvals and notifications may need to be submitted several weeks before the Easter fire.
- Set a firm deadline for registrations and dietary requirements, then use the final headcount to plan snacks, reusable cups, plates, cutlery and hot drinks. Keep a small surplus rather than ordering for exactly the registered number.
- Arrange wood collection early and inspect every load before it reaches the fire. Remove treated, painted or otherwise prohibited materials, and check the site for obstacles before setup begins.
- Assign volunteers to specific shifts and print the schedule, safety instructions and contact details before event day. Keep walkie-talkies or charged mobile phones available for the fire area, entrance and refreshment point.
- Recheck the weather and wind on the day itself, not just the week before. Set up work lights, flashlights, cable reels and extension cords safely, and decide in advance when the fire must be postponed or extinguished.
Frequently asked questions
- How far in advance should I plan an Easter fire?
- Start at least 6 to 8 weeks ahead. Use the first weeks for the permit, fire-safety checks, site arrangements, suppliers, toilets and waste collection; leave the final 7 days for registrations, printing and shopping.
- How much wood do I need for an Easter fire?
- The amount depends on the size and duration of the fire, so confirm it with the site rules and fire-safety requirements. Arrange the supply at least 2 to 3 weeks in advance, then inspect and sort the wood before event day.
- When should I check the weather for an Easter fire?
- Check the forecast 7 days before the event and again 24 hours before lighting the fire. On the day, check wind conditions immediately before setup and follow the local rules for postponing or cancelling.
- How many volunteers are needed for an Easter fire?
- Plan separate coverage for the fire area, entrance or registration, refreshments and cleanup, with at least 2 people responsible for the fire zone at all times. Publish shifts of about 2 to 3 hours so volunteers can take breaks without leaving an area unattended.
Start this plan in Lizzt
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