How to organise a Midsummer celebration

Start by fixing the guest list, venue and outdoor layout before planning food or decorations. For a Midsummer celebration, tents, coolers, tables and lighting often need arranging several weeks ahead, especially if rain is possible. Collect dietary requirements with registrations so the final menu is realistic. On the day, work backwards from guest arrival: inspect the venue, build the tents, set up seating and buffet stations, then finish the food, drinks, flowers and music.

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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
Send invitations
2
Process registrations
3
Collect dietary requirements
4
Create final guest list
5
Reserve venue
6
Reserve party tents
7
Arrange refrigerators and coolers
8
Create a music playlist
9
Check the weather forecast
10
Do the shopping
2 people
11
Chill drinks
2 people
12
Wash and cut vegetables
3 people
13
Prepare salads
3 people
14
Prepare desserts
2 people
15
Check tableware
16
Inspect venue
2 people
17
Build party tents
4 people
18
Set up tables and chairs
4 people
19
Set up buffet tables
2 people
20
Hang decorations
3 people
21
Make flower wreaths and flower arrangements
3 people
22
Hang lighting
3 people
23
Connect the music
2 people
24
Arrange snacks on platters
3 people
25
Set up buffet and drink station
3 people
26
Check toilets
27
Set up waste stations

Event

28
Welcome guests
2 people
29
Serve welcome drinks
2 people
30
Serve snacks
2 people
31
Refill drinks
2 people
32
Open the buffet
2 people
33
Restock the buffet
3 people
34
Assign diet meals
35
Serve coffee and tea
2 people
36
Serve dessert
2 people
37
Turn on decorative lighting
38
See off guests
2 people

Aftercare

39
Chill food leftovers
2 people
40
Collect waste
3 people
41
Wipe down tables and chairs
3 people
42
Wash dishes
3 people
43
Remove decorations
3 people
44
Take down party tents
4 people
45
Put furniture back
4 people
46
Clean the venue
3 people
47
Empty coolers
2 people
48
Inventory materials
2 people
49
Return borrowed items
2 people

What to bring

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

Furniture

Party tentsqty 2
Beer tablesqty 6
Chairsqty 60
Buffet tablesqty 3
Drink tablesqty 2
Stoolsqty 8

Tableware

Dinner platesqty 60
Dessert platesqty 60
Knivesqty 60
Forksqty 60
Spoonsqty 60
Drinking glassesqty 80
Wine glassesqty 50
Coffee cupsqty 40
Serving plattersqty 12
Serving spoonsqty 8

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 6
Thermos flasksqty 4
Water jugsqty 6

Equipment

Coolersqty 4
Bluetooth speakersqty 2
Extension cordsqty 4
Power stripsqty 3

Decorations

Midsummer flagsqty 3
Flower garlandsqty 6
Artificial flowersqty 40
Tableclothsqty 9
Napkin holdersqty 8

Lighting

String lightsqty 6
LED lanternsqty 10
Spare batteriesqty 20

Cleaning

Waste binsqty 6
Bucketsqty 3
Spongesqty 6
Dish cratesqty 4

Catering

Groceries

Tips

Send invitations early enough to collect registrations and dietary requirements before you shop. Aim to close registrations at least 7 days before the celebration, then create one final guest list for seating, food and drink quantities.
Plan the outdoor layout before anything is delivered. Leave clear space between party tents, beer tables, buffet tables and the drink station, and check that extension cords and power strips can reach the speakers and lighting safely.
Do the shopping after the final guest count. Prepare salads, cut vegetables and make desserts in stages the day before, while chilling drinks and arranging coolers on the morning of the celebration.
Check the weather forecast 48 hours before the event and again on the morning itself. Build the party tents before setting out tableware, and keep a dry indoor or covered area available for food if rain is expected.
Set up the buffet and drinks separately so guests do not queue in one place. Put serving platters, serving spoons, water jugs and glasses out before guests arrive, then add snacks and chilled drinks last.

Frequently asked questions

How far in advance should I plan a Midsummer celebration?: Reserve the venue, party tents and key furniture at least 3 to 6 weeks ahead. Send invitations early enough to close registrations 7 days before the event, giving you time to finalise food and seating.
How much food and drink should I prepare for a Midsummer celebration?: Base quantities on the final guest list rather than the invitation count. For the first hour, allow roughly 2 to 3 drinks per person, then provide water continuously and add food portions for dietary requirements separately.
When should I prepare the food for a Midsummer celebration?: Wash and cut vegetables, prepare salads and make desserts the day before where possible. Chill drinks and arrange snacks on platters on the day, ideally 1 to 2 hours before guests arrive.
What should I do if the weather changes on the day?: Check the forecast 48 hours beforehand and again that morning. Build the party tents first, protect buffet food from rain, and keep lighting, speakers and extension cords away from wet areas.

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