How to organise a Rainbow gathering from first plan to event day

A Rainbow gathering needs more than a venue and a programme. Start by securing the location, checking permits and insurance, then build the schedule around speakers, music and practical access needs. Registrations, dietary information and volunteer roles should be settled early, while equipment, food, drinks and signage need a final check close to the date. Use a run sheet and floor plan so everyone knows what happens, where to go and who handles problems.

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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
Check permits
3
Check insurance
4
Reserve suppliers
5
Finalize the program
3 people
6
Confirm speakers
7
Confirm music program
8
Send invitations
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Check accessibility
2 people
12
Create a contact list
13
Recruit volunteers
2 people
14
Assign volunteers
2 people
15
Print the run sheet
16
Create floor plan
17
Check emergency exits
2 people
18
Check the weather forecast
19
Check the shopping list
2 people
20
Do the shopping
3 people
21
Prepare snacks
4 people
22
Print program boards
23
Make name badges
2 people
24
Collect materials
3 people
25
Chill drinks
2 people
26
Load transport
3 people
27
Open venue
2 people
28
Check rooms
2 people
29
Set up tables
4 people
30
Set up chairs
4 people
31
Set up stage area
3 people
32
Set up sound equipment
3 people
33
Test microphones
2 people
34
Connect lighting
2 people
35
Hang decorations
4 people
36
Set up the info point
2 people
37
Set up the reception table
2 people
38
Set up the catering table
3 people
39
Set out snacks
3 people
40
Set out drinks
2 people
41
Check toilets
42
Brief volunteers
2 people

Event

43
Staff the registration table
2 people
44
Welcome guests
3 people
45
Distribute program
2 people
46
Hand out information materials
2 people
47
Lead opening speech
2 people
48
Guide speakers
2 people
49
Guide music program
2 people
50
Serve coffee and tea
3 people
51
Serve snacks
3 people
52
Refill drinks
2 people
53
Collect waste
2 people
54
Clean tables in between
2 people
55
Check toilets periodically
56
Ensure accessibility
57
Announce the final program
58
See off guests
3 people

Aftercare

59
Turn off the sound equipment
2 people
60
Clean up catering
4 people
61
Wash dishes
3 people
62
Bring waste to the collection point
2 people
63
Put furniture back
4 people
64
Remove decorations
3 people
65
Clean the venue
4 people
66
Clean the restrooms
2 people
67
Pack equipment
3 people
68
Reload materials
3 people
69
Return borrowed items
2 people
70
Return rental items
2 people
71
Process lost and found items
72
Store photo and video material
73
Send thank-you message

What to bring

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

Furniture

Tablesqty 12
Chairsqty 160
High tablesqty 6
Folding chairsqty 8
Table skirtsqty 12
Bollardsqty 8
Party tentsqty 3
Stage panelsqty 6
Stage stepsqty 2

Equipment

Speakersqty 2
Microphonesqty 3
Microphone standsqty 3
Mixer
Extension cordsqty 8
Power stripsqty 8
Laptop
Presentation screen
Projector

Lighting

LED lampsqty 8
String lightsqty 6
Battery lanternsqty 8

Tableware

Reusable cupsqty 220
Coffee cupsqty 100
Platesqty 180
Bowlsqty 80
Cutlery setsqty 180
Serving spoonsqty 8
Pouring jugsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Cutting boardsqty 4
Knivesqty 6
Serving traysqty 10
Food containersqty 12
Pliersqty 6
Ice packsqty 24

Decorations

Rainbow flagsqty 12
Rainbow bannersqty 8
Balloon mixqty 150
Balloon ribbonqty 4
Adhesive stripsqty 6
Chalkboardsqty 6
Table decorationsqty 12
Name badgesqty 180
Wristbandsqty 180

Cleaning

Waste binsqty 10
Mop setsqty 2
Bucketsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning clothsqty 20
Hand soap dispensersqty 6
Towel dispensersqty 6

Catering

Groceries

Tips

Secure the venue before inviting people, then check permits, insurance, emergency exits and accessibility while there is still time to change the layout or location.
Set a registration deadline at least 7 days before the gathering. Use the final list to collect dietary requirements, prepare name badges and create a contact list for volunteers and key participants.
Assign volunteers by role rather than asking for general help. Have a named person for registration, programme changes, refreshments, accessibility questions and urgent issues, with the rota printed before the event.
Test the sound and presentation setup at least 2 hours before people arrive. Check the speakers, microphones, mixer, laptop, projector, screen, extension cords and power strips together rather than one item at a time.
Do the final weather and shopping checks 24 hours beforehand. Chill drinks, prepare snacks, print programme boards and the run sheet, and keep battery lanterns available if outdoor areas or walkways become dark.

Frequently asked questions

How far in advance should I organise a Rainbow gathering?: Start at least 8 to 12 weeks ahead if you need a venue, permits, suppliers and a programme. Set the registration and dietary-requirement deadline about 7 days before the event.
What should I arrange first for a Rainbow gathering?: Reserve the venue first, then check permits, insurance, accessibility and emergency exits before sending invitations. These checks can affect the capacity, layout and timing of the whole gathering.
How many volunteers do I need for a Rainbow gathering?: Plan at least 1 volunteer for registration, 1 for refreshments, 1 for programme coordination and 1 for accessibility or urgent questions. Add more people when the gathering has several rooms, outdoor areas or overlapping sessions.
When should I set up the equipment for a Rainbow gathering?: Allow at least 2 hours before arrival for tables, chairs, lighting, sound and presentation equipment. Keep a further 30 minutes for testing microphones, slides, cables and the final floor plan.

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.