How to organise a rain barrel installation day

A rain barrel installation day works best when every household has a confirmed delivery address, a scheduled route and the right connection parts ready before volunteers arrive. Start with registrations and stock checks, then organise deliveries, tools and teams in installation order. On the day, use a reception desk for registration and safety instructions before distributing barrels and materials. Leave enough time for unloading, route changes and a final check at each address.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Invite participants
2 people
2
Process registrations
3
Collect dietary requirements
4
Confirm delivery addresses
2 people
5
Reserve venue
6
Order rain barrels
2 people
7
Create the installation route
2 people
8
Assign volunteers
2 people
9
Check material stock
2 people
10
Check deliveries
2 people
11
Remind participants
12
Print worksheets
13
Do the shopping
2 people
14
Set out rain barrels
3 people
15
Sort tools
2 people
16
Fill coolers
2 people

Event

17
Set up the reception desk
2 people
18
Build party tents
4 people
19
Set up tables and chairs
3 people
20
Put up info boards
2 people
21
Issue tools
2 people
22
Register participants
2 people
23
Give safety instructions
2 people
24
Distribute rain barrels
4 people
25
Hand out connection materials
2 people
26
Check the gutters
3 people
27
Set up rain barrels
4 people
28
Install the connections
4 people
29
Test drainage
3 people
30
Photograph installations
31
Check in attendance
32
Serve snacks
3 people
33
Serve drinks
2 people
34
Refill drinks
2 people
35
Serve coffee and tea
2 people
36
Collect feedback
2 people

Aftercare

37
Collect leftover materials
3 people
38
Sort waste
3 people
39
Wash dishes
3 people
40
Clear tables and chairs
4 people
41
Take down party tents
4 people
42
Clean the venue
3 people
43
Clean tools
2 people
44
Return materials
2 people
45
Return borrowed equipment
2 people
46
Archive placement details
47
Send thank-you message to participants

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 60
Tableclothsqty 6

Equipment

Rain barrelsqty 20
Rain barrel fillersqty 20
Rain barrel tapsqty 20
Overflow hosesqty 20
Leaf catchersqty 20
Spirit levelsqty 6
Cordless drill driversqty 4
Drill bitsqty 8
Hole sawsqty 6
Hand sawsqty 4
Screwdriversqty 8
Extension cordsqty 4
Power stripsqty 4
Cable reelsqty 2
Cross-line lasersqty 2
Work glovesqty 30
Safety gogglesqty 12
Ear defendersqty 6
Wheelbarrowsqty 3
Scoopsqty 6
Rubber malletsqty 4
Measuring tapesqty 6
Hand trucksqty 2
Jerry cansqty 4

Tableware

Reusable cupsqty 80
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving spoonsqty 6
Serving plattersqty 8

Decorations

Info boardsqty 4
Route arrowsqty 12
Name stickersqty 80

Lighting

LED string lightsqty 4
LED lampsqty 6

Cleaning

Waste binsqty 4
Washing-up basinsqty 3
Spongesqty 6
Tea towelsqty 12
Towelsqty 6

Catering

Groceries

Tips

Confirm each delivery address at least 7 days before the event and group nearby households into the same route. Keep one contact number for last-minute access problems or address changes.
Order the rain barrels, fillers, taps, overflow hoses and leaf catchers early enough to check every delivery. Count the connection materials separately; missing one small part can stop an installation.
Assign volunteers in teams of at least two: one person can handle measurements and fitting while the other manages tools and safety. Prepare a route sheet for each team rather than giving everyone one long list.
Set up registration, information boards, tables and chairs before participants arrive. Keep work gloves, safety goggles and ear defenders at the tool issue point, and give the safety briefing before any drilling starts.
Sort tools by task and check battery levels, drill bits and hole saws on the previous day. Put spirit levels, measuring tapes, rubber mallets and hand tools in each route kit so teams do not return to the venue for basic equipment.

Frequently asked questions

How far in advance should I organise a rain barrel installation day?: Start registrations and delivery planning at least 3 to 4 weeks ahead. Confirm addresses, dietary requirements and volunteer availability 7 days before the event, then send a final reminder 2 to 3 days beforehand.
How many volunteers do I need for a rain barrel installation day?: Plan for teams of 2 volunteers per installation route, plus 2 people at registration and tool issue. For 20 households, 5 route teams can complete the work more smoothly than one large group moving between addresses.
What should I check before the rain barrels are delivered?: Check the number of barrels against registrations and verify fillers, taps, overflow hoses and leaf catchers separately. Complete the stock and delivery check at least 2 days before installation so missing parts can still be replaced.
What is the correct order on the installation day?: Set up tents, tables, chairs, information boards and the reception desk first. Register participants, give safety instructions, issue tools, distribute barrels and connection materials, then send teams out along the prepared route.

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.