Friendship Day planning checklist

A Friendship Day event needs more than invitations and a barbecue. You also need a clear program, registration tracking, dietary information, game zones, seating, shelter, sound and a practical food setup. Start with the date and venue, then confirm attendance before buying food and drinks. On the day itself, allow enough time to inspect the grounds, build the party tents, set up the buffet and brief volunteers before guests arrive.

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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 the venue and grounds
Draft invitations
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Update participant list
Prepare the game schedule
3 people
Check game materials
2 people
Finalize the shopping list
2 people
Do the shopping
3 people
Store drinks refrigerated
2 people
Separate meat and vegetarian food
2 people
Prepare snacks
3 people
Prepare barbecue
2 people
Inspect the grounds
2 people
Set up tables and chairs
4 people
Build party tents
4 people
Set out game zones
3 people
Hang decorations
3 people
Connect the sound system
2 people
Set up the buffet and bar
3 people
Set out tableware and cutlery
2 people
Set up the registration table
Brief volunteers
2 people

Event

Welcome guests
3 people
Explain the program and house rules
2 people
Lead the game rounds
6 people
Refill drinks
2 people
Serve snacks
3 people
Light the barbecue
2 people
Serve barbecue
4 people
Serve dessert and marshmallows
3 people
Supervise the evening game
5 people
Operate music and lighting
See off guests and manage departure
3 people

Aftercare

Collect waste
4 people
Safely extinguish barbecue
2 people
Clear tables and chairs
4 people
Take down party tents
4 people
Wash dishes and cutlery
3 people
Clean the venue
4 people
Sort game equipment
2 people
Switch off equipment
2 people
Collect lost and found items
Chill leftover food
2 people
Return materials
2 people
Take waste to the collection point
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 50
Beer tablesqty 4
Buffet tablesqty 3
Bar
Registration desk
Waste binsqty 6

Tableware

Reusable platesqty 60
Reusable bowlsqty 60
Reusable cupsqty 100
Cutlery setsqty 60
Serving spoonsqty 8
Small bowlsqty 12
Serving traysqty 6

Kitchen

Barbecueqty 2
Barbecue tongsqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Coolersqty 4
Thermos flasksqty 4
Water jugsqty 6
Food containersqty 12
Aluminum barbecue traysqty 6

Equipment

Bluetooth speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Rechargeable batteriesqty 12

Sports equipment

Footballsqty 4
Volleyballqty 2
Frisbeesqty 6
Conesqty 30
Tug of war rope
Skipping ropesqty 6
Water balloonsqty 200

Decorations

Buntingqty 8
Balloonsqty 100
Tableclothsqty 8
Name stickersqty 80
Markersqty 12
Directional signsqty 8

Lighting

LED light stringsqty 4
LED lampsqty 6
Flashlightsqty 6

Cleaning

Washing-up basinsqty 3
Spongesqty 12
Dish brushesqty 4
Bucketsqty 4
Broom setsqty 3
Mopsqty 3
Work glovesqty 8

Catering

Groceries

Tips

Set the date, program and venue before sending invitations. Give guests a clear registration deadline at least 10 to 14 days before Friendship Day so you can update the participant list and collect dietary requirements.
Check the game schedule and materials several days ahead, not on the morning itself. Mark separate game zones and keep footballs and other equipment together so volunteers can reset activities quickly.
Buy food only after registrations are reasonably complete. Separate meat and vegetarian food from the moment you unpack it, and prepare snacks before the barbecue gets busy.
Plan the site setup backwards from guest arrival. Building party tents, placing tables and chairs, setting out the buffet and bar, and connecting speakers can easily take 2 to 3 hours with a small team.
Create a clear drinks and waste system. Keep drinks refrigerated, place water jugs where people can refill easily, and position waste bins near the buffet, bar and game areas rather than in one corner.

Frequently asked questions

How far in advance should I plan a Friendship Day event?: Set the date and reserve the venue 4 to 6 weeks ahead if possible. Send invitations at least 3 weeks before the event and close registrations 10 to 14 days beforehand.
How much food and drink do I need for Friendship Day?: Use the final participant list rather than guessing from the invitation count. For drinks, plan roughly 2 to 3 servings per person for the first hour, then about 1 serving per hour, with extra water available throughout.
When should I set up the Friendship Day venue?: Start the physical setup 2 to 3 hours before guests arrive. Inspect the grounds first, then build the tents, place furniture, mark game zones, set up the registration desk, and finish the buffet, bar and sound system.
What should I check the day before Friendship Day?: Confirm the participant list, dietary requirements, shopping list, game materials and volunteer roles 24 hours beforehand. Also check coolers, extension cords, power strips, rechargeable batteries and the barbecue equipment before loading them.

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.