How to organise a Spring Festival without last-minute problems

A Spring Festival works best when you plan the guest flow before you choose the decorations. Set the date and programme first, then secure the venue, send invitations and collect registrations and dietary requirements. Leave enough time to organise transport, prepare food and drinks, and create a wet-weather plan for tents and indoor space. On the day, work backwards from opening time so tables, buffet service, music, games and coffee are ready before 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
Reserve venue
2
Set the date and program
2 people
3
Draft invitations
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Inventory transport needs
8
Arrange transportation for guests
2 people
9
Compile the music program
10
Choose game activities
2 people
11
Check the weather forecast
12
Check the shopping list
2 people
13
Do the shopping
2 people
14
Prepare snacks
3 people
15
Pick up cakes and pastries
16
Chill drinks
2 people
17
Make name badges
2 people
18
Open venue
2 people
19
Set up tables and chairs
4 people
20
Set up party tents
4 people
21
Hang decorations
3 people
22
Connect the sound system
2 people
23
Set out game materials
2 people
24
Set up buffet
3 people
25
Prepare coffee and tea
2 people
26
Lay out crockery and cutlery
2 people
27
Display snacks
3 people
28
Set up the reception table
2 people

Event

29
Welcome guests
4 people
30
Serve coffee and tea
3 people
31
Serve snacks
3 people
32
Welcome and explain the program
33
Lead the spring walk
3 people
34
Supervise game activities
3 people
35
Refill drinks
2 people
36
Provide music
37
Open the buffet
2 people
38
Restock the buffet
3 people
39
Serve diet meals
2 people
40
Serve dessert
2 people
41
Clear the dance floor
2 people
42
See guests off
3 people

Aftercare

43
Gather borrowed materials
3 people
44
Collect waste
3 people
45
Wash dishes
3 people
46
Clean the buffet and kitchen
2 people
47
Clean the venue
4 people
48
Take down party tents
4 people
49
Put tables and chairs back
4 people
50
Remove decorations
2 people
51
Switch off equipment
2 people
52
Return borrowed items
2 people
53
Collect lost property

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 70
Buffet tablesqty 3
Coat racksqty 2

Tableware

Dinner platesqty 75
Dessert platesqty 75
Coffee cupsqty 75
Drinking glassesqty 100
Cutlery setsqty 75
Serving spoonsqty 8

Decorations

Tableclothsqty 8
Flower arrangementsqty 8
Buntingqty 6
Paper napkinsqty 150
Name badgesqty 70
Tapeqty 4

Equipment

Wireless speaker
Microphone
Extension cordsqty 4
Power stripsqty 4
Coolersqty 3
Thermos flasksqty 6
Kettlesqty 2

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Small bowlsqty 12
Serving plattersqty 10
Jug water jugsqty 6

Cleaning

Bucketsqty 3
Mopsqty 3
Broomsqty 2
Dustpan and brushqty 2

Lighting

String lightsqty 4
Battery lanternsqty 6

Sports equipment

Bingo cardsqty 80
Bingo cage
Conesqty 10
Ring toss set
Walking sticksqty 6

Safety

First aid kit
Flashlightsqty 3

Catering

Groceries

Tips

Set the date, venue and programme before sending invitations. Ask guests to register and provide dietary requirements at least two weeks before the festival so food quantities and seating are not guesses.
Check transport needs as registrations come in, not a few days before the event. Confirm guest pickups and arrival times at least one week in advance, especially if the venue is hard to reach without a car.
Make the weather decision early. Check the forecast 48 hours before the festival, then confirm whether party tents, indoor seating and extra clothing or shelter are needed.
Prepare the food and drinks in separate stages. Chill drinks the day before, prepare snacks close to serving time, and collect cakes and pastries early enough to arrange the buffet before doors open.
Schedule setup backwards from guest arrival. Allow at least 90 minutes for tables, chairs, tents, decorations, name badges, sound equipment, game materials and coffee and tea, with extension cords kept away from walkways.

Frequently asked questions

How far in advance should I plan a Spring Festival?: Start planning at least 6 to 8 weeks ahead. Reserve the venue and set the date first, then send invitations early enough to close registrations and collect dietary requirements about 2 weeks before the event.
When should I check the weather for a Spring Festival?: Check it once during the week before the event and again 48 hours beforehand. Use the second check to confirm tents, indoor seating, transport changes and any adjustments to outdoor games.
How much setup time does a Spring Festival need?: Allow at least 90 minutes before guests arrive for furniture, tents, decorations, buffet service, music, games and drinks. Add another 30 minutes if the venue needs cleaning, equipment testing or a more complex layout.
When should I send Spring Festival invitations?: Send invitations 4 to 6 weeks before the festival and set a registration deadline around 2 weeks before it. That gives you time to process replies, arrange transport and shop for food, drinks and tableware.

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.