How to organise a St. John's Fire

Start with the site, date and fire regulations before inviting anyone. A St. John's Fire needs more than dry wood: you also need a permit, a safe fire-pit layout, toilets, lighting, seating and a plan for food and drinks. Work backwards from the event so chilled goods, firewood and equipment arrive on time. The final safety check should happen before guests arrive, not while the fire is already burning.

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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
Confirm location and date
2
Apply for a fire permit
3
Check fire safety rules
4
Set up toilet facilities
5
Send invitations
2 people
6
Open registrations
7
Process registrations
8
Collect dietary requirements
9
Check the weather forecast
10
Share the final program
11
Order firewood
12
Inventory materials
2 people
13
Check the shopping list
14
Do the shopping
3 people
15
Buy chilled goods
2 people
16
Check firewood
2 people
17
Chill drinks
2 people
18
Portion snacks
3 people
19
Set out dishes and cups
2 people
20
Make route and safety signs
2 people
21
Check the venue for safety
2 people
22
Cordon off the fire pit
3 people
23
Stack firewood
4 people
24
Build party tents
4 people
25
Set up tables and chairs
4 people
26
Hang lighting
3 people
27
Hang decorations
3 people
28
Set up buffet tables
3 people
29
Set up the coffee and tea station
2 people
30
Fill coolers
2 people
31
Place waste stations
2 people
32
Prepare safety equipment
2 people
33
Test sound and music
2 people
34
Brief volunteers
2 people

Event

35
Welcome visitors
3 people
36
Check off registrations
2 people
37
Serve coffee and tea
2 people
38
Serve snacks
3 people
39
Refill drinks
2 people
40
Light the fire
2 people
41
Monitor the fire pit
2 people
42
Supervise children's activities
3 people
43
Provide music
44
Empty waste stations
2 people
45
Check toilets
46
Announce the final round

Aftercare

47
Safely Extinguish Fire
3 people
48
See visitors out
3 people
49
Cover food and drinks
2 people
50
Collect tableware
3 people
51
Clear tables and chairs
4 people
52
Take down party tents
4 people
53
Collect waste
3 people
54
Clean the grounds
3 people
55
Wash dishes
3 people
56
Clean coolers
2 people
57
Collect the lighting and decorations
3 people
58
Return materials
2 people
59
Distribute leftover food
2 people
60
Dispose of waste
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 80
Buffet tablesqty 3
High tablesqty 4

Tableware

Reusable cupsqty 150
Reusable platesqty 120
Reusable cutleryqty 120
Coffee cupsqty 80
Tea glassesqty 60

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Serving plattersqty 12
Serving utensilsqty 12
Cutting boardsqty 3
Knivesqty 6
Coolersqty 5

Equipment

Battery speaker
Extension cordsqty 4
Power stripsqty 4

Lighting

LED light stringsqty 6
LED lampsqty 8

Decorations

Buntingqty 8
Signs and directional arrowsqty 12

Fire supplies

Dry firewoodqty 2
Kindlingqty 3
Wooden torchesqty 20

Safety

Crowd control barriersqty 12
Fire extinguishersqty 3
Fire blanketsqty 2
Buckets of waterqty 8
Sand pitsqty 2
First aid kit
Flashlightsqty 6

Cleaning

Waste binsqty 8
Handwash sinksqty 2
Cleaning bucketsqty 3
Broom setsqty 3
Litter pickersqty 3

Catering

Groceries

Tips

Secure the location, date and fire permit first. Check the local fire-safety rules at least two to three weeks before the event, including any restrictions on open fires, smoke and nearby structures.
Plan the fire area separately from the guest area. Cordon off the fire pit, keep extinguishers ready, and place route signs and barriers before setting out tables, chairs and party tents.
Order and check dry firewood several days ahead. Keep kindling and wooden torches dry, and confirm that the delivered amount is sufficient before the event day rather than discovering a shortage after dark.
Work backwards from guest numbers for food and drinks. Collect dietary requirements during registration, chill drinks in advance, portion snacks before guests arrive, and set out reusable cups, plates and cutlery together.
Treat darkness and changing weather as part of the setup. Put up LED lights and directional signs before sunset, check the forecast on the day, and make sure tents, cables and seating cannot obstruct the fire route.

Frequently asked questions

How far in advance should I apply for a St. John's Fire permit?: Apply as soon as the location and date are confirmed, ideally at least two to three weeks before the event. Some authorities may require additional fire-safety information, so do not wait until the final week.
How much firewood do I need for a St. John's Fire?: The amount depends on the fire size and burning time, so confirm it against the local rules and your fire plan. Order the wood several days early and keep extra dry kindling available; wet or insufficient wood is difficult to solve once guests have arrived.
When should I send the final programme and safety information?: Send the final programme and practical arrival information two to three days before the event. Include the route, toilet location, fire-safety boundaries and any advice about clothing or torches.
When should I set up lighting for a St. John's Fire?: Set up LED light strings, lamps and directional signs before sunset, with at least 60 minutes to test them. Check extension cords and power strips before guests arrive, and keep all cables away from the fire pit and walking routes.

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.