How to organise a Community Day from start to finish

Start by fixing the date, venue and access arrangements before inviting anyone. Then build a simple schedule, collect sign-ups and dietary requirements, and assign volunteers to specific jobs rather than asking for general help. Catering, permits and supplier bookings need decisions early, while room setup and food preparation belong to the final preparation window. A written run sheet keeps the opening, activities, food service and clear-up moving without one person having to remember everything.

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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

1
Confirm date and location
2
Set the schedule and times
2 people
3
Draft invitations
2 people
4
Send invitations
2 people
5
Register sign-ups
2 people
6
Collect dietary requirements
7
Assign volunteers
2 people
8
Calculate catering quantities
2 people
9
Reserve suppliers
10
Check permits
11
Arrange keys and access
12
Collect music and presentations
2 people
13
Prepare name badges
2 people
14
Make route and parking signs
2 people
15
Check decorations
2 people
16
Do the shopping
3 people
17
Pick up chilled products
2 people
18
Chill drinks
2 people
19
Wash fruits and vegetables
3 people
20
Prepare snacks
4 people
21
Prepare sandwiches
3 people
22
Set out tableware and cutlery
2 people

Event

23
Open venue
2 people
24
Check lighting and ventilation
2 people
25
Set up tables and chairs
6 people
26
Set up buffet tables
3 people
27
Set up coffee station
2 people
28
Set up the drinks station
2 people
29
Connect sound equipment
2 people
30
Set up presentations
2 people
31
Hang decorations
4 people
32
Put up route signs
2 people
33
Lay out name badges
2 people
34
Set out buffet dishes
4 people
35
Place allergen labels
2 people
36
Brief volunteers
3 people
37
Staff the reception desk
2 people
38
Welcome visitors
4 people
39
Hand out name badges
2 people
40
Serve coffee and tea
3 people
41
Refill drinks
2 people
42
Serve snacks
3 people
43
Supervise children's activities
4 people
44
Announce program items
45
Provide music
46
Open the buffet
2 people
47
Restock the buffet
4 people
48
Serve diet meals
2 people
49
Collect tableware
3 people
50
Restock the coffee station
2 people
51
Empty trash bins
2 people
52
Serve the last round
3 people
53
Wave goodbye to visitors
3 people

Aftercare

54
Store leftovers in the fridge
3 people
55
Take down the buffet
4 people
56
Clear tables and chairs
6 people
57
Wash dishes
4 people
58
Clean the kitchen
3 people
59
Clean rooms
4 people
60
Clean the restrooms
2 people
61
Remove decorations
3 people
62
Dispose of waste
2 people
63
Inventory materials
2 people
64
Return borrowed items
2 people

What to bring

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

Furniture

Foldable tablesqty 12
Chairsqty 100
Buffet tablesqty 4
Market tablesqty 6
Coat racksqty 2
Waste binsqty 8

Tableware

Dinner platesqty 110
Dessert platesqty 110
Coffee cupsqty 100
Glassesqty 150
Mugsqty 80
Forksqty 120
Knivesqty 120
Spoonsqty 120
Serving spoonsqty 20
Serving plattersqty 16
Small bowlsqty 20
Coffee spoonsqty 80

Decorations

Tableclothsqty 18
Buntingqty 8
Balloon archesqty 2
Flower arrangementsqty 10
Name badgesqty 120
Menusqty 20
Candlesqty 30
Tealight holdersqty 20
Directional signsqty 10
Program postersqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 3
Refrigeratorsqty 2
Coolersqty 4
Bain-mariesqty 4
Speakersqty 2
Microphonesqty 2
Mixer
Extension cordsqty 8
Power stripsqty 6
Laptop
Projector
Projection screen

Kitchen

Cutting boardsqty 8
Chef’s knives and bread knivesqty 8
Mixing bowlsqty 6
Measuring cupsqty 3
Storage binsqty 20
Serving tongsqty 12
Thermos flasksqty 8
Bottle openersqty 4
Aluminum foilqty 4
Cling filmqty 4
Kitchen scalesqty 2

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Cleaning glovesqty 8

Lighting

String lightsqty 6
Battery lanternsqty 6

Catering

Groceries

Tips

Set the date, location and opening times first, then check permits, keys, access, lighting and ventilation before sending invitations. A venue that cannot open early enough will affect every later setup task.
Close registrations at least 7 days before the Community Day and use the final list to calculate food, seating and name badges. Ask for dietary requirements at the same time so special options are not arranged at the last minute.
Give each volunteer one named responsibility and a handover time. For example, assign separate people to welcome guests, manage sign-ups, oversee catering and check presentations or music.
Plan the final food window backwards from serving time: pick up chilled products on the day, chill drinks before guests arrive, and wash fruit and vegetables before preparing snacks and sandwiches.
Create a simple arrival route with parking and directional signs, and place the programme, name badges and menus where people first enter. Check the room layout before decorating so tables, chairs, buffet space and waste bins do not block movement.

Frequently asked questions

How far in advance should I organise a Community Day?: Fix the date and venue at least 8 weeks ahead, especially if you need suppliers, permits or a large volunteer team. Send invitations once the schedule and location are confirmed, then close sign-ups about 7 days before the event.
How do I calculate food and drinks for a Community Day?: Use the final sign-up count, add around 10% for unexpected guests, and separate dietary requirements before ordering. For the first hour, allow roughly 2 to 3 drinks per person, then adjust the total for the length of the programme and weather.
When should volunteers arrive for a Community Day?: Set a volunteer arrival time 90 to 120 minutes before guests arrive. This gives the team time to open the venue, check lighting and ventilation, arrange tables and chairs, prepare the buffet and place signs without rushing.
What should I check the day before a Community Day?: Confirm keys, access, suppliers, registrations, dietary requirements and the volunteer rota the day before. Also check that name badges, signs, tableware, coffee equipment and presentation or music files are ready, so the final setup is limited to chilled food, drinks and room preparation.

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.