How to organise a company festival without last-minute chaos

A company festival combines event logistics with the unpredictability of an outdoor day: catering, activities, suppliers, weather and a large guest list all meet in one plan. Start by fixing the date and site, then work backwards from invitations and supplier deadlines. Build the layout around tents, catering, seating, power and activities before buying smaller supplies. In the final week, confirm deliveries, dietary requirements, volunteers and the running order so the welcome desk can start on time.

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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
Send invitations
2 people
3
Process registrations
2 people
4
Collect dietary requirements
5
Publish the program
6
Reserve suppliers
7
Reserve party tents
8
Reserve music equipment
9
Place catering order
10
Report allergies
11
Check permits
12
Check power outlets
2 people
13
Create floor plan
14
Coordinate the layout
2 people
15
Purchase activity supplies
2 people
16
Purchase decorations
2 people
17
Prepare name badges
2 people
18
Print attendance list
19
Print the run sheet
20
Assign volunteers
21
Prepare the welcome desk
2 people
22
Confirm catering delivery
23
Check the weather forecast
24
Do the shopping
3 people
25
Chill drinks
2 people
26
Set up non-perishable supplies
2 people
27
Set up tents
4 people
28
Connect power
2 people
29
Set up tables
3 people
30
Set up chairs
3 people
31
Set up buffet
3 people
32
Set up the drinks bar
2 people
33
Set up coffee station
2 people
34
Prepare snacks
4 people
35
Set out salads and bread
3 people
36
Mark vegetarian options
37
Place allergen cards
38
Hang up decorations
3 people
39
Hang lighting
2 people
40
Test the music
2 people
41
Set up activities
3 people
42
Place waste stations
2 people
43
Check toilets
2 people

Event

44
Staff the welcome desk
2 people
45
Welcome guests
3 people
46
Hand out name badges
2 people
47
Serve welcome drinks
3 people
48
Supervise activities
4 people
49
Serve snacks
3 people
50
Refill drinks
2 people
51
Refill coffee and tea
2 people
52
Open the buffet
3 people
53
Restock the buffet
3 people
54
Collect tableware
2 people
55
Operate the music
56
Check the lighting
57
Check toilets periodically
2 people
58
Remove waste regularly
2 people
59
Announce the final round
60
See off guests
3 people

Aftercare

61
Cover food and drinks
3 people
62
Turn off the sound equipment
2 people
63
Collect furniture
4 people
64
Take down tents
4 people
65
Wash dishes
3 people
66
Collect waste
3 people
67
Clean the venue
3 people
68
Check stock
2 people
69
Return materials
2 people
70
Store lost and found items

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
High tablesqty 8
Folding chairsqty 100
Buffet tablesqty 4
Bar mat
Clothes racksqty 2
Bollardsqty 6
Tablecloth setsqty 12
Parasol basesqty 4

Tableware

Reusable platesqty 120
Reusable bowlsqty 120
Reusable cupsqty 200
Wine glassesqty 100
Coffee cupsqty 100
Knivesqty 120
Forksqty 120
Spoonsqty 120
Serving spoonsqty 12
Serving plattersqty 12

Equipment

Coolersqty 6
Ice packsqty 30
Coffee machinesqty 2
Kettlesqty 2
Bluetooth speakersqty 2
Microphone
Microphone stand
Extension cordsqty 6
Power stripsqty 6
Cable traysqty 8
Charging stationsqty 2
Thermos flasksqty 6

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Kitchen tongsqty 8
Serving plattersqty 12
Aluminum foilqty 4

Decorations

Buntingqty 12
Balloonsqty 150
Balloon ribbonqty 3
Table décorqty 12
Welcome sign
Directional signsqty 8
Name badgesqty 120
Chalkboardsqty 6
Markersqty 12

Lighting

String lightsqty 8
LED lampsqty 12
Battery lanternsqty 6

Sports equipment

Cornholeqty 2
Tug of war rope
Relay batonsqty 10
Footballsqty 3
Conesqty 20

Cleaning

Hand broomsqty 4
Trash binsqty 8
Hand soap dispensersqty 6

Catering

Groceries

Tips

Set the date, location and guest registration process first. Collect dietary requirements with registrations and close the list early enough to report allergies and place the catering order accurately.
Walk through the site with the floor plan before delivery day. Check power outlets for coffee machines, kettles, speakers and microphones, and route extension cords through cable trays so walkways stay clear.
Treat weather as a decision point, not a final-day check. Confirm party tents, parasol bases and the backup layout in advance, then check the forecast again 48 hours before the festival.
Print the attendance list and run sheet before the event, and assign volunteers to the welcome desk, catering, activities and supplier contact. Give each person a start time and a replacement for breaks.
Prepare drinks and tableware as a separate service plan. Chill drinks before guests arrive, place coolers where queues will not block the buffet, and count reusable cups, plates, bowls and cutlery against the final registration list.

Frequently asked questions

How far in advance should you plan a company festival?: Start planning at least 12 weeks ahead for an outdoor company festival. Confirm the date, location, permits and main suppliers first; send invitations once the basic programme and registration deadline are clear.
When should company festival invitations be sent?: Send invitations 6 to 8 weeks before the festival, with a registration deadline around 3 weeks before the event. That leaves time to process responses, collect dietary requirements and finalise catering quantities.
How do you plan power for an outdoor company festival?: Make a power list at least 2 weeks before the event, covering coffee machines, kettles, speakers, microphones and any other equipment. Check every outlet on site and allow extra extension cords and power strips rather than relying on one connection.
What should you check the day before a company festival?: Recheck the weather, supplier arrival times, catering delivery, chilled drinks, printed attendance list and run sheet the day before. Keep a final 30-minute site walk-through for the morning of the festival to catch blocked access, missing furniture or unsafe cables.

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.