How to organise a Purim festival

A Purim festival works best when the programme, food and volunteer shifts are fixed before you start decorating. Set the date and venue first, then send invitations with a registration deadline so you can collect dietary requirements and plan catering. Build the event around the Purim story, games, music and a costume contest, with someone responsible for each part. On the day, allow time to test the microphone, set up the buffet and chill the drinks before guests arrive.

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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
Reserve venue
2
Set the date and program
2 people
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Assign volunteers
2 people
7
Put together the music
8
Prepare the Purim story
2 people
9
Decide costume contest
2 people
10
Prepare the games
2 people
11
Order catering
2 people
12
Do the shopping
3 people
13
Pick up hamantaschen
14
Chill drinks
2 people
15
Set out clothing and materials
2 people
16
Open room
2 people
17
Set up tables
4 people
18
Set up chairs
3 people
19
Set up the buffet
3 people
20
Hang decorations
3 people
21
Set up the cloakroom
2 people
22
Test sound equipment
2 people
23
Practice the Purim story
3 people
24
Lay out game materials
2 people
25
Prepare coffee and tea
2 people
26
Briefing for reception team
3 people

Event

27
Welcome guests
3 people
28
Serve welcome drinks
3 people
29
Supervise children's activities
3 people
30
Present the Purim story
4 people
31
Support the costume contest
3 people
32
Serve snacks
3 people
33
Serve the buffet
4 people
34
Refill drinks
2 people
35
Clear away dishes
3 people
36
Coordinate music and dancing
2 people
37
Serve the last round
2 people
38
See off guests
3 people

Aftercare

39
Collect waste
3 people
40
Clean up the buffet and kitchen
4 people
41
Wash dishes
3 people
42
Remove decorations
3 people
43
Clear tables and chairs
4 people
44
Clean the room
4 people
45
Pack audio equipment
2 people
46
Collect lost and found items
47
Lock up the venue
2 people
48
Return materials
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Coat racksqty 2
Buffet tablesqty 3

Tableware

Reusable platesqty 70
Reusable bowlsqty 60
Reusable cupsqty 100
Coffee cupsqty 60
Cutlery setsqty 70
Serving spoonsqty 8
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 3
Chef's knifeqty 3
Pliersqty 6

Equipment

Speakersqty 2
Microphone
Microphone stand
Audio cablesqty 3
Extension cordsqty 4

Decorations

Purim postersqty 12
Balloonsqty 100
Balloon pumpqty 2
Buntingqty 10
Tableclothsqty 8
Paper confettiqty 6
Costume accessoriesqty 30

Lighting

String lightsqty 4
LED lanternsqty 6

Game materials

Bingo cardsqty 60
Bingo cage
Prizesqty 20
Colored pencilsqty 30
Coloring pagesqty 60
Table playing cardsqty 10

Cleaning

Waste binsqty 6
Trash bag holdersqty 6
Broom and dustpanqty 2
Mop setsqty 2
Bucketsqty 2
Cleaning glovesqty 6
Hand soap dispensersqty 4
Towel dispensersqty 4

Catering

Groceries

Tips

Set the programme before inviting people. Decide when the Purim story, games, music and costume contest happen, then leave at least 15 minutes between main activities for introductions and movement.
Close registrations several days before the festival. Use the final guest count to order catering, prepare reusable plates and cups, and separate any dietary requirements before shopping.
Assign volunteers to specific shifts rather than giving everyone a general task. You need coverage for room set-up, the cloakroom, the buffet, games and clean-up, including someone who can handle sound during the programme.
Test the speakers, microphone, stand, audio cables and extension cords before guests arrive. Do a full run-through of the Purim story once, because a missing cable or unclear handover can delay the programme.
Set up food and drinks in stages. Put tables, chairs and the buffet in place first, chill the drinks before opening, and prepare coffee and tea close to serving time so they stay hot. Keep costume accessories and game materials in separate, clearly marked areas.

Frequently asked questions

How far in advance should I plan a Purim festival?: Fix the venue, date and programme at least 4 to 6 weeks ahead. Send invitations soon after, and close registrations 5 to 7 days before the event so catering and volunteer shifts can be confirmed.
How many volunteers do I need for a Purim festival?: Plan for at least 1 volunteer per main area: room set-up, registration, buffet, cloakroom, games and sound. For a small festival, 6 to 8 people covering shifts is a practical minimum; add more if activities run simultaneously.
When should I prepare the Purim story and games?: Write and assemble the materials at least 1 week before the festival. Practise the Purim story 2 to 3 days beforehand, and check the game materials on the day before set-up.
How early should I set up the Purim festival venue?: Open the room 2 to 3 hours before guests arrive. Use the first hour for tables, chairs and decorations, then set up the buffet, lay out game materials, chill drinks and test the sound equipment.

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