How to organise a Saint John's Day festival

A Saint John's Day festival needs more than a venue and a music programme. Start by fixing the date, venue and programme, then secure permits, power and toilet facilities before inviting people. Use registrations to track numbers and dietary requirements, and confirm suppliers and volunteers well ahead of the day. The final week is for weather checks, shopping, chilling drinks and printing signs; on the day, test every connection 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
Check permits
4
Reserve a power connection
5
Reserve toilet facilities
6
Send invitations
2 people
7
Process registrations
8
Collect dietary requirements
9
Compile the music program
2 people
10
Confirm suppliers
11
Assign volunteers
2 people
12
Check the weather forecast
13
Finalize headcount
2 people
14
Check the shopping list
2 people
15
Do the shopping
3 people
16
Chill drinks
2 people
17
Sort decorations
2 people
18
Set up music
2 people
19
Prepare name badges
2 people
20
Print program boards
21
Prepare weather measures
2 people

Event

22
Open venue
2 people
23
Test power and lighting
2 people
24
Build party tents
4 people
25
Set up tables
3 people
26
Set up chairs
3 people
27
Set up buffet tables
3 people
28
Set up coffee station
2 people
29
Set up the drinks station
3 people
30
Set out tableware and cutlery
3 people
31
Hang up decorations
3 people
32
Place candles and lanterns
2 people
33
Put up directional signs
2 people
34
Clean the dining area
2 people
35
Prepare snacks
3 people
36
Set out bread and toppings
2 people
37
Set out salads
2 people
38
Set aside special diet meals
2 people
39
Test the music
2 people
40
Set up the reception desk
2 people
41
Welcome guests
3 people
42
Hand out name badges
2 people
43
Serve welcome drinks
3 people
44
Serve coffee and tea
2 people
45
Serve snacks
3 people
46
Supervise children's activities
4 people
47
Provide music
2 people
48
Refill drinks
2 people
49
Collect used dishes
2 people
50
Empty trash bins
2 people
51
Open the buffet
2 people
52
Refill buffet
3 people
53
Serve the meal
4 people
54
Serve diet meals
2 people
55
Serve dessert
3 people
56
Check the lighting and atmosphere
2 people
57
Announce the final round
58
See off guests
3 people

Aftercare

59
Turn off the music
60
Store food safely
3 people
61
Collect waste
3 people
62
Clear tables and chairs
4 people
63
Wash dishes
3 people
64
Clean the kitchen
3 people
65
Clean the venue
4 people
66
Remove decorations
2 people
67
Take down party tents
4 people
68
Inventory materials
2 people
69
Return borrowed materials
2 people
70
Distribute leftover food
2 people
71
Dispose of waste properly
2 people

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Chairsqty 80
Buffet tablesqty 4
Foldable welcome table
Coat racksqty 2

Tableware

Reusable platesqty 90
Reusable bowlsqty 80
Reusable glassesqty 120
Coffee cupsqty 60
Knivesqty 90
Forksqty 90
Spoonsqty 90
Serving spoonsqty 12
Serving plattersqty 12
Serving traysqty 8
Thermos flasksqty 6

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Measuring cupsqty 2
Mixing bowlsqty 6
Coolersqty 4
Ice cube traysqty 4
Aluminum traysqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Refrigeratorsqty 2
Bluetooth speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Rechargeable batteriesqty 12

Decorations

Buntingqty 8
Lanternsqty 20
LED light stringsqty 6
Tableclothsqty 12
Flower arrangementsqty 8
Name badgesqty 80
Table numbersqty 10
Program boardsqty 4
Wayfinding signsqty 6

Sports equipment

Outdoor gamesqty 6
Skipping ropesqty 6
Markers and coloring pages

Lighting

LED table lampsqty 8
Flashlightsqty 4

Cleaning

Waste binsqty 8
Waste sorting binsqty 4
Bucketsqty 4
Spongesqty 8
Dish brushesqty 4
Broom setsqty 3
Mopsqty 3
Hand broomsqty 3

Catering

Groceries

Tips

Book the venue, power connection and toilet facilities before sending invitations. These practical services are easy to overlook and may require several weeks’ notice, especially for an outdoor festival.
Close registrations several days before the festival and use the final headcount to check food, drinks, reusable tableware and seating. Record dietary requirements at the same time instead of chasing guests on the event day.
Assign volunteers to named jobs and time slots, including welcome duties, food service, music and weather measures. Give each person instructions before setup starts so the organiser is not the only person who knows the plan.
Complete shopping and supplier confirmations two to three days beforehand, then chill drinks and prepare serving equipment on the day before. Keep coolers, ice cube trays and refrigerators available for drinks that will not fit in one place.
Open the venue early enough to build party tents, arrange tables, set up music and test power and lighting before guests arrive. Leave at least 60 minutes for fixing extension-cord, microphone or speaker problems.

Frequently asked questions

How far in advance should I plan a Saint John's Day festival?: Start at least 8 to 12 weeks ahead. Use the first weeks to reserve the venue, check permits and arrange power and toilet facilities; send invitations once those essentials are confirmed.
When should I close registrations for a Saint John's Day festival?: Close registrations 5 to 7 days before the event. That gives you time to finalise the headcount, collect dietary requirements, adjust shopping and prepare name badges and programme boards.
How early should I arrive to set up the festival?: Allow at least 3 hours for setup, plus 60 minutes for final testing. This covers party tents, tables, decorations, music, lighting, welcome materials and a last weather check before opening the venue.
How many drinks should I plan per guest?: For the first hour, plan on 2 to 3 drinks per person, then about 1 drink per person per hour. Add extra water and allow more capacity if the forecast is warm or guests will stay for several hours.

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.