How to organise a season closing event

A season closing event combines a fixed programme, shared food and drinks, and often live music or performances. Start by confirming the date and venue, then work backwards from the opening time to schedule invitations, registrations, catering and technical checks. Build in time to collect dietary requirements and confirm reservations before shopping. On the day, allow several hours for furniture, tents, sound equipment, instruments, lighting and the buffet so performers are not still setting up when guests arrive.

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
Confirm date and location
2 people
2
Set the schedule and times
2 people
3
Draft invitations
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Confirm reservations
8
Distribute the music program
9
Coordinate performances
2 people
10
Check the purchase list
2 people
11
Do the shopping
2 people
12
Chill drinks
2 people
13
Prepare snacks
3 people
14
Collect materials
2 people
15
Check the instruments
3 people
16
Prepare music files

Event

17
Open venue
2 people
18
Set up tables and chairs
4 people
19
Set up party tents
4 people
20
Clear the stage area
2 people
21
Set up sound equipment
3 people
22
Set up instruments
3 people
23
Test the microphones and cables
2 people
24
Hang decorations
3 people
25
Set up the buffet and bar
3 people
26
Prepare coffee and tea
2 people
27
Prepare snacks and nibbles
3 people
28
Set up the registration table
2 people
29
Hang up the program clearly
30
Brief volunteers
2 people
31
Welcome guests
3 people
32
Serve coffee and tea
2 people
33
Guide afternoon performances
2 people
34
Serve snacks
3 people
35
Refill drinks
2 people
36
Serve the buffet
4 people
37
Clearly indicate allergens
38
Guide evening performances
2 people
39
Collect tableware and glasses
3 people
40
Provide last round
2 people
41
See off guests
2 people

Aftercare

42
Switch off equipment
2 people
43
Pack instruments
3 people
44
Clear tables and chairs
4 people
45
Take down party tents
4 people
46
Collect waste
3 people
47
Wash dishes
3 people
48
Clean the venue
4 people
49
Cool the remaining stock
2 people
50
Inventory materials
2 people
51
Return borrowed items
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Chairsqty 80
Buffet tablesqty 3
High tablesqty 4
Coat racksqty 2

Tableware

Reusable platesqty 90
Reusable bowlsqty 80
Reusable glassesqty 120
Coffee cupsqty 80
Cutlery setsqty 90
Serving spoonsqty 8
Small bowlsqty 12
Serving traysqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 6
Power stripsqty 6
Active speakersqty 2
Mixer
Microphonesqty 4
Microphone standsqty 4
Speaker standsqty 2
Music standsqty 12
DI boxesqty 2
Instrument cablesqty 8

Lighting

LED light garlandsqty 6
LED construction lightsqty 4

Decorations

Buntingqty 6
Balloonsqty 100
Tableclothsqty 10
Program postersqty 6

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 4
Serving tongsqty 6
Hot traysqty 3
Thermos flasksqty 4

Cleaning

Bucketsqty 3
Spongesqty 6
Dishclothsqty 12
Broom and dustpanqty 2
Mopsqty 2
Waste binsqty 6

Catering

Groceries

Tips

Set the main schedule before sending invitations. Include the arrival time, performances, food service and closing time, then share the music programme separately so performers know their running order.
Close registrations at least 7 days before the event. Use the final list to confirm reservations, collect dietary requirements and calculate seating, tableware, food and drinks.
Plan shopping and preparation in two stages: buy shelf-stable supplies first, then chill drinks and prepare snacks on the day before or the morning of the event. Keep coolers available for drinks that do not fit in a refrigerator.
Reserve at least 3 hours for venue setup. Put out tables, chairs, tents, coat racks and buffet tables before hanging decorations, then leave a clear route between the bar, buffet and stage area.
Test the complete sound system at least 90 minutes before doors open. Connect the mixer, active speakers, microphones, stands, cables and DI boxes, then check every instrument and prepared music file in the actual performance order.

Frequently asked questions

How far in advance should I plan a season closing event?: Confirm the date and location at least 6 weeks ahead, especially if you need reservations, party tents or performers. Send invitations around 4 weeks before the event and close registrations about 7 days before it.
When should I send invitations for a season closing event?: Send invitations 3 to 4 weeks before the event. Set a registration deadline 7 days before the date so you still have time to process replies, collect dietary requirements and confirm numbers.
How long does it take to set up a season closing event?: Allow at least 3 hours for the physical setup, plus 90 minutes for a full sound check. Larger performances or outdoor tents may require an extra hour for weather protection, lighting and cable routing.
When should I prepare the food and drinks?: Shop for non-perishable items several days in advance and complete the main shopping no later than the day before. Chill drinks overnight where possible, then prepare snacks and set up the buffet on the event day.

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.