How to organise the opening of a square

A square opening combines a short public ceremony with catering, press contact and practical site logistics. Start by fixing the date and programme, then work outward to permits, suppliers, invitations and technical equipment. In the final week, confirm the guest count, dietary requirements, speeches and catering quantities. On the day itself, access, power, sound, shelter and chilled drinks need checking before guests arrive—not while the programme is already underway.

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
Set the date and program
2 people
2
Check permits
3
Select suppliers
2 people
4
Book catering
5
Reserve furniture
6
Reserve equipment
7
Draft invitations
2 people
8
Send invitations
2 people
9
Invite the press
10
Confirm speakers
11
Collect speeches
2 people
12
Print the program
13
Process registrations
2 people
14
Collect dietary requirements
15
Determine the final number of guests
2 people
16
Confirm catering quantities
17
Check route and access
2 people
18
Check the weather forecast
19
Set up a bad-weather alternative
2 people
20
Check the shopping list
2 people
21
Do the shopping
3 people
22
Chill drinks
2 people
23
Cut programs and signage
2 people
24
Prepare the speaking table
25
Check catering
2 people
26
Inspect venue
3 people
27
Receive deliveries
3 people
28
Sweep the square
4 people
29
Place waste bins
2 people
30
Set up tents
4 people
31
Set up tables
4 people
32
Set up chairs
4 people
33
Set up buffet tables
3 people
34
Place drinks at the bar
2 people
35
Set up coffee station
2 people
36
Set out tableware and cutlery
2 people
37
Unpack snacks
3 people
38
Set aside diet meals
2 people
39
Hang decorations
3 people
40
Test sound
2 people
41
Test the lighting
2 people
42
Mark off the stage area
2 people
43
Set up information table
2 people

Event

44
Staff the registration desk
2 people
45
Welcome guests
4 people
46
Distribute program
2 people
47
Serve coffee and tea
3 people
48
Serve snacks
3 people
49
Lead opening speech
2 people
50
Provide technical support for the speech
2 people
51
Coordinate the ribbon-cutting moment
3 people
52
Lead a tour
4 people
53
Refill drinks
3 people
54
Restock the buffet
3 people
55
Provide background music
56
Remove waste regularly
2 people
57
Check toilets periodically
2 people
58
Inform guests about departure time
2 people
59
Turn off the music

Aftercare

60
Catering breakdown
4 people
61
Collect tableware
3 people
62
Dismantle furniture
5 people
63
Take down tents
4 people
64
Switch off the equipment
2 people
65
Remove decorations
3 people
66
Collect waste
4 people
67
Clean the square
4 people
68
Wash dishes
3 people
69
Collect lost and found items
2 people
70
Inventory materials
2 people
71
Return materials
3 people
72
Return rented equipment
2 people
73
Store leftover catering
2 people
74
Check supplier invoices
75
Send thank-you messages
2 people
76
Select photos for publication

What to bring

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

Furniture

Party tentsqty 3
Buffet tablesqty 6
High tablesqty 10
Foldable tablesqty 8
Folding chairsqty 80
Speaker table
Bar stoolsqty 6
Waste binsqty 8

Equipment

Battery-powered speakersqty 2
Wireless microphonesqty 2
Microphone stand
Mixer
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4
Coolersqty 4

Tableware

Reusable drinking glassesqty 180
Coffee cupsqty 100
Tea glassesqty 60
Platesqty 180
Dessert platesqty 120
Forksqty 180
Knivesqty 180
Spoonsqty 120
Serving spoonsqty 12
Pitchersqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolers with iceqty 4
Serving plattersqty 20
Serving tongsqty 10
Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Food prep glovesqty 4

Decorations

Municipal flagsqty 4
Buntingqty 8
Balloonsqty 150
Ribbon for the opening moment
Children's scissors
Flower arrangementsqty 6
Tableclothsqty 16
Photo backdrop
Program standsqty 4

Lighting

String lightsqty 8
LED lampsqty 12
Batteriesqty 24
Cable matsqty 8

Cleaning

Broom setsqty 3
Litter pickersqty 3
Bucketsqty 4
Mopsqty 4
Cleaning clothsqty 30
Toilet brushesqty 4

Safety

First aid kitsqty 2
Flashlightsqty 4
Barrier tapeqty 4
Non-slip matsqty 8

Catering

Groceries

Tips

Set the programme before booking suppliers. Allow time for welcome remarks, speeches and refreshments, then confirm speakers and collect their speeches early enough to print the programme.
Check permits and access several weeks before the opening. Confirm where suppliers can unload, where guests will enter and whether tents, tables, chairs or sound equipment need approval.
Send invitations only after the practical details are settled, and set a registration deadline. Use the final guest number to confirm catering quantities, seating and the number of reusable glasses, plates and cutlery.
Test the sound setup before guests arrive. Battery-powered speakers, wireless microphones, the mixer, microphone stand, extension cords and power banks should be checked together rather than one item at a time.
Prepare for weather at least 48 hours ahead, but keep a backup plan ready from the start. Check the forecast, decide when to move under party tents or indoors, and chill drinks only after the serving location is clear.

Frequently asked questions

How far in advance should I plan a square opening?: Start at least 6 to 8 weeks ahead if permits, suppliers and press invitations are involved. Set the date and programme first, then confirm permits and bookings before sending invitations.
When should I confirm the final guest number?: Set the registration deadline 7 to 10 days before the opening. Confirm the final number then, including dietary requirements, and use it to adjust catering, seating and tableware.
How much food and drink do I need for a square opening?: Base catering quantities on the confirmed guest count and the planned duration. For drinks, allow around 2 to 3 servings per person during the first hour, then adjust for the remaining programme and provide coffee, tea and water.
When should I check the weather for the opening?: Check the forecast 48 hours before the event and again on the morning itself. Your bad-weather alternative should already be decided, with tents, indoor space, power and access checked before setup begins.

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.