How to organise a Mid-Autumn Festival

Start by fixing the date, programme and venue before inviting anyone. A Mid-Autumn Festival usually combines lantern-making, children’s activities, shared food and drinks, so the layout needs separate activity, dining and walking areas. Confirm registrations early, collect dietary requirements and assign volunteers before the final attendee count. In the last week, check the forecast, inspect lanterns and equipment, and make sure chilled food and drinks have enough storage space.

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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
Set the date and program
2 people
2
Arrange the venue and space
2 people
3
Check permits and regulations
4
Make reservations
5
Draft invitations
2 people
6
Send invitations
2 people
7
Process registrations
8
Collect dietary requirements
9
Assign volunteers
2 people
10
Check the weather forecast
11
Finalize attendee count
2 people
12
Check the shopping list
2 people
13
Do the shopping
3 people
14
Collect materials
3 people
15
Check lanterns and decorations
2 people
16
Store food chilled
2 people
17
Set up tables and chairs
4 people
18
Build party tents
4 people
19
Mark stage-free activity zones
2 people
20
Hang lighting
3 people
21
Hang up decorations
3 people
22
Set up the lantern workstations
3 people
23
Set up children’s activities
2 people
24
Set up buffet tables
3 people
25
Chill drinks
2 people
26
Set up coffee and tea station
2 people
27
Prepare snacks
4 people
28
Prepare hot dishes
4 people
29
Place allergen labels
2 people
30
Set up information table
2 people
31
Set up the registration table
2 people
32
Carry out safety checks
2 people
33
Brief volunteers
2 people

Event

34
Welcome visitors
4 people
35
Check off registrations
2 people
36
Explain the program
37
Guide lantern-making workshop
4 people
38
Supervise children's activities
3 people
39
Serve tea and coffee
2 people
40
Serve snacks
3 people
41
Refill drinks
2 people
42
Empty trash bins
2 people
43
Clear tables during the event
2 people
44
Serve the hot meal
4 people
45
Serve special meals separately
2 people
46
Restock plates and cutlery
2 people
47
Check parade lanterns
2 people
48
Lead the lantern parade
6 people
49
Monitor the lighting during the parade
2 people
50
Open the dessert buffet
2 people
51
Play music
52
Refill coffee and tea
2 people
53
Serve the last round of drinks
2 people
54
Guide visitors out
3 people

Aftercare

55
Pack leftover food
3 people
56
Clear away the buffet and kitchen
4 people
57
Wash dishes
3 people
58
Sort and remove waste
3 people
59
Remove decorations and lighting
3 people
60
Take down tables and chairs
4 people
61
Take down party tents
4 people
62
Sweep and clean the venue
4 people
63
Clean the restrooms
2 people
64
Inventory materials
2 people
65
Store materials dry
3 people
66
Return borrowed items
2 people
67
Store leftover non-perishable food
2 people
68
Collect lost and found items
69
Send thank-you message

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Chairsqty 80
Buffet tablesqty 4
Bar stoolsqty 8
Clothes hangersqty 2
Coat racksqty 2

Tableware

Reusable platesqty 100
Reusable bowlsqty 100
Reusable glassesqty 120
Coffee cupsqty 80
Tea glassesqty 80
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 16
Serving spoonsqty 12
Serving plattersqty 16
Serving trays with lidsqty 8
Thermos flasksqty 8
Water jugsqty 8
Small bowlsqty 20

Equipment

Coffee machinesqty 2
Kettlesqty 3
Food warmersqty 6
Coolersqty 6
Extension cordsqty 6
Power stripsqty 6
Portable speakersqty 2
Microphone
Speaker standsqty 2

Kitchen

Cutting boardsqty 8
Chef's knivesqty 6
Mixing bowlsqty 8
Measuring cupsqty 4
Kitchen tongsqty 8
Oven mittsqty 6
Aluminum foilqty 4
Food storage containersqty 20
Ice packsqty 24

Decorations

Paper lanternsqty 80
Autumn leaf decorationsqty 12
Artificial pumpkinsqty 20
Jute table runnersqty 10
Autumn-colored pennantsqty 6
Tableclothsqty 10
Chalkboardsqty 8
Chalk markersqty 12

Lighting

LED light stringsqty 12
LED lanternsqty 30
Rechargeable lampsqty 8
Batteriesqty 48
Flashlightsqty 8
Cable matsqty 8

Sports equipment

Conesqty 20
Rings of ropeqty 6
Hoopsqty 8
Soft ballsqty 12
Game cardsqty 6

Catering

Hot platesqty 6
Drink dispensersqty 4
Ice cube traysqty 6
Coolers for drinksqty 4
Tea boxesqty 4
Coffee and tea traysqty 8
Bread basketsqty 8
Dessert bowlsqty 8
Groceries

Cleaning

Waste binsqty 8
Waste sorting binsqty 4
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8
Hand soap dispensersqty 6
Towel dispensersqty 4
Toilet brushesqty 4

Tips

Set the programme before sending invitations. Give lantern-making and children’s activities defined time slots, then allow enough time for food service and clearing tables.
Plan the venue around three zones: lantern workstations, children’s activities and the buffet. Keep cables, coolers and serving traffic away from the activity areas.
Collect dietary requirements with registrations and confirm the final number of attendees several days before shopping. This prevents running short on suitable dishes or tableware.
Check power needs before setup day. Coffee machines, kettles, food warmers, speakers and lighting may require extension cords and power strips, so test the arrangement before guests arrive.
Treat weather and lighting as part of the schedule, not a last-minute detail. Check the forecast in advance, build party tents if needed, and hang lighting before the lantern programme starts.

Frequently asked questions

How far in advance should I plan a Mid-Autumn Festival?: Set the date and reserve the venue at least 6 to 8 weeks ahead. Send invitations early enough to collect registrations, dietary requirements and volunteer availability before you buy food.
How many volunteers do I need for a Mid-Autumn Festival?: Plan at least 1 volunteer for every 15 to 20 guests, with separate people covering registration, lantern workstations, children’s activities and food service. Add extra help during setup and cleanup.
When should I do the shopping for a Mid-Autumn Festival?: Buy non-perishable supplies and decorations several days beforehand. Shop for chilled food and drinks as close to the event as practical, then keep them chilled until the buffet is ready.
How should I arrange the tables for a lantern festival?: Use separate tables for lantern-making, children’s activities and the buffet, leaving clear walking routes between them. Set up the main furniture and activity zones at least 2 hours before guests arrive, then chill drinks and finish decorations.

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