Easter fire checklist: what to arrange and when

An Easter fire needs more than a pile of wood and a date. This checklist helps you organise the permit, safety plan, volunteers, suppliers, guests, food, lighting and site setup in a practical order. Start with the location, notification requirements and insurance, then work towards the fire watch, wood delivery and final safety inspection. Build in time for weather checks, dietary requirements and informing nearby residents—these are easy to leave until the last minute.

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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
Arrange the permit and notification
2 people
Check insurance
Draw up the fire safety plan
2 people
Determine the weather forecast and wind limit
2 people
Reserve suppliers
Send invitations
2 people
Inform nearby residents
2 people
Process registrations
Collect dietary requirements
Assign volunteers
2 people
Schedule the fire watch
2 people
Assign first aid lead
Arrange wood delivery
Inspect fire pit
2 people
Determine evacuation routes
2 people
Print emergency numbers
Print the program
Check woodpile
2 people
Clear debris from the wood
3 people
Do the shopping
3 people
Check the wood and materials
3 people
Fill coolers
2 people
Set up non-perishable supplies
2 people
Set up tables and chairs
3 people
Build party tents
4 people
Cordon off the fire area
3 people
Stack wood safely
5 people
Place fire extinguishers
2 people
Hang lighting
3 people
Connect power supply
2 people
Set up the sound system
2 people
Set up buffet
3 people
Set up drink station
2 people
Prepare snacks
3 people
Set out sandwiches and fillings
2 people
Prepare coffee and tea
2 people
Check toilets
2 people
Place waste stations
2 people
Place information signs
2 people
Carry out the final safety check
3 people

Event

Welcome visitors
3 people
Explain the program
Serve coffee and tea
2 people
Serve snacks
2 people
Hand out drinks
2 people
Refill drinks
2 people
Empty waste stations
2 people
Check toilets periodically
2 people
Deploy fire watch
2 people
Guide visitors near the fire
3 people
Light the Easter fire
3 people
Keep checking fire and wind
2 people
Provide music
Serve the last refreshments
2 people
Ensure visitors leave safely
3 people

Aftercare

Let the fire burn out under supervision
3 people
Chill the remaining drinks
2 people
Take down the food and drink point
3 people
Collect waste
4 people
Wash dishes and glassware
3 people
Clean the grounds
4 people
Remove ash and debris
3 people
Dismantle tents, tables and chairs
4 people
Disconnect lighting and power
2 people
Take down the sound system
2 people
Return materials
3 people
Have waste removed
2 people
Collect lost property
Inform nearby residents about the wrap-up
Store leftover stock
2 people

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
Drink tablesqty 3
Coat racksqty 2

Tableware

Reusable cupsqty 150
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Pitchersqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 4
Power stripsqty 4
Portable speakersqty 2
Microphone

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Bread knivesqty 3
Pliersqty 4
Serving spoonsqty 6
Ice packsqty 20

Lighting

LED light stringsqty 6
Work lightsqty 4
Flashlightsqty 6

Safety

Fire extinguishersqty 4
Fire blanketsqty 2
Water hosesqty 2
Bucketsqty 8
Sandbagsqty 20
Crowd barriersqty 20
Safety vestsqty 12
First aid kitsqty 2
Earplugsqty 100

Tools

Wooden tongsqty 4
Scoopsqty 4
Rakesqty 4
Wheelbarrowsqty 2
Work glovesqty 12
Wood sawqty 2

Decorations

Easter flagsqty 12
Buntingqty 8
Tableclothsqty 8
Directional signsqty 8

Cleaning

Waste binsqty 10
Waste binsqty 4
Dustpan and brushqty 4
Broomqty 4
Mopsqty 3
Cleaning bucketsqty 3
Washing-up bowlsqty 3

Catering

Groceries

Tips

Set the date and location before inviting anyone, then check permit or notification requirements and insurance early. Aim to have these confirmed several weeks before the fire rather than after registrations have started.
Set a clear wind limit and weather decision time, such as 24 hours before the event. Tell guests in advance how you will communicate a cancellation or change of plan.
Schedule the fire watch in named shifts instead of asking for general help. Cover the full burning period and make sure a first aid lead, emergency numbers and evacuation routes are known to every volunteer.
Arrange the wood delivery early, then inspect it before the event and clear debris from the woodpile. Keep the fire pit, extinguishers and fire blankets accessible; do not hide safety equipment behind tables or supplies.
Plan the site after the safety layout is fixed: place tables, chairs, tents, coolers, lighting and power leads without blocking evacuation routes. Test work lights, LED light strings, coffee machines and speakers before guests arrive.

Frequently asked questions

How far in advance should I arrange an Easter fire permit?: Start checking permit and notification requirements at least 4 to 6 weeks before the event. Processing times vary, so wait for confirmation before treating the date and location as final.
When should I decide whether an Easter fire can go ahead?: Set a final weather and wind decision point around 24 hours before the event, then check conditions again on the day. Use the wind limit in your fire safety plan, not an informal guess.
How many people should be assigned to the Easter fire watch?: Assign enough volunteers to cover every scheduled watch shift without leaving the fire unattended. As a practical minimum, use two named people per shift and plan overlapping handovers for a fire that runs several hours.
When should I send Easter fire invitations?: Send invitations once the date, location and basic safety arrangements are confirmed, ideally 3 to 4 weeks ahead. Set a registration deadline about 7 days before the event so you can collect dietary requirements and plan food and seating.

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.