Heritage festival planning checklist

A heritage festival needs more than a programme and a few market stalls. You have to confirm the site, permissions, safety arrangements, suppliers and volunteer cover before you promote the event. Then come registrations, dietary information, printed materials and briefings for guides and workshop leaders. Use this checklist to keep the work in sequence, from the first date decision through to setting up reception, seating, tents and stalls on the 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

Confirm date and location
2 people
Record program items
3 people
Check permits
Develop safety plan
2 people
Reserve suppliers
Recruit volunteers
2 people
Send invitations
2 people
Publish the online event
Process registrations
2 people
Collect dietary requirements
Design program leaflets
2 people
Have program brochures printed
Prepare route maps
2 people
Make name badges
2 people
Print registration lists
Brief guides
2 people
Brief workshop leaders
2 people
Assign volunteers
2 people
Confirm catering quantities
Check the shopping list
2 people
Do the shopping
3 people
Collect materials
3 people
Set up tent and market stalls
4 people
Set up tables and chairs
4 people
Set up the reception desk
2 people
Put up info boards
2 people
Place route and safety signs
2 people
Set up exhibition tables
3 people
Set up exhibits safely
3 people
Set up workshop tables
3 people
Hang up decorations
3 people
Test the lighting
2 people
Test sound equipment
2 people
Prepare coffee and tea
2 people
Prepare snacks
3 people
Chill drinks
2 people
Prepare first aid supplies
Briefing for reception team
3 people
Give volunteer briefing
3 people

Event

Welcome visitors
4 people
Check off registrations
2 people
Hand out program brochures
2 people
Guide the first tours
3 people
Lead first workshops
4 people
Explain the exhibition
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Check toilets
2 people
Collect waste
2 people
Guide the second tours
3 people
Supervise the second workshops
4 people
Restock break snacks
2 people
Announce evening program
Guide speakers
2 people
Guide the performances
3 people
Manage microphones
Operate lighting during the program
Serve evening drinks
3 people
Supervise the final tour
3 people
Guide visitors to the exit
2 people

Aftercare

Collect lost and found items
2 people
Pack exhibits safely
3 people
Wash dishes
3 people
Clean up catering
3 people
Take down tables and chairs
4 people
Remove decorations
3 people
Take waste to the collection point
2 people
Clean the venue
4 people
Switch off equipment
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Store leftover catering
2 people
Collect photo and video material
Send thank-you messages
2 people
Archive participant information

What to bring

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

Furniture

Party tentsqty 2
Market stallsqty 6
Foldable tablesqty 16
Folding chairsqty 90
Bar stoolsqty 8
Tableclothsqty 16
Coat racksqty 3
Bollardsqty 12

Tableware

Reusable glassesqty 150
Coffee cupsqty 100
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Pouring jugsqty 10
Thermos flasksqty 8
Storage binsqty 12

Equipment

Wireless microphonesqty 3
Speakersqty 2
Mixer
Microphone standsqty 3
Extension cordsqty 8
Power stripsqty 8
Power banksqty 6
Laptopqty 2
Presentation screen

Lighting

LED lampsqty 12
String lightsqty 6
Flashlightsqty 6

Decorations

Buntingqty 8
Historical postersqty 20
Photo panelsqty 12
Information boardsqty 10
Directional signsqty 14
Chalkboardsqty 6
Table décorqty 16
Name badgesqty 120
Badge holdersqty 120

Kitchen

Coolersqty 6
Ice cube traysqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Serving spoonsqty 6
traysqty 8
Kettlesqty 4
Coffee machinesqty 2
Bottle openersqty 4
Washing-up tubsqty 4
Ice packsqty 24

Cleaning

Waste binsqty 10
Trash bagsqty 100
Broom setsqty 3
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 12
Hand soap dispensersqty 6
Paper towelsqty 12
Toilet paperqty 48
Disinfectant wipesqty 8
Paper towelsqty 12
All-purpose cleanerqty 4
Dish soapqty 4

Catering

Groceries

Tips

Start with the date, location and programme before inviting anyone. Check permits and write the safety plan early, because changes to the site or activities can affect suppliers, volunteers and visitor information.
Set a registration deadline that gives you at least 7 days to process names and dietary requirements. Print registration lists, name badges, route maps and programme leaflets only after the final numbers and programme are confirmed.
Brief guides and workshop leaders with a written running order at least 3 days before the festival. Include arrival times, their assigned area, what to do if a session overruns and who to contact during the event.
Confirm catering quantities from registrations rather than rough estimates. Check the shopping list before buying, and keep serving platters, pouring jugs, thermos flasks and storage bins together so service does not stall.
Plan the site setup in zones: reception, seating, stalls, workshops and refreshments. Test the mixer, speakers, wireless microphones, presentation screen, extension cords and power strips before visitors arrive, and place LED lamps or flashlights where people may move after dark.

Frequently asked questions

How far in advance should I start planning a heritage festival?: Start at least 12 weeks before the festival. Use the first 2 weeks to confirm the date, location, programme, permits and safety plan, then allow time for suppliers, invitations and volunteer recruitment.
When should I send heritage festival invitations?: Send invitations and publish the online event 6 to 8 weeks before the festival. Keep registrations open for a defined period and close them at least 7 days before the event so you can confirm catering and print visitor materials.
How many volunteers do I need for a heritage festival?: Plan one named volunteer for each active role or area, plus at least 2 floating volunteers for breaks and unexpected problems. Assign reception, guides, workshops, stalls and setup duties before the final briefing.
When should I set up tents and market stalls?: Complete the main setup on the day before the festival when the site allows it, or start at least 3 hours before visitors arrive. Put out tables, chairs, reception materials and signage first, then test lighting and sound before opening.

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.