How to organise a St. Patrick’s Festival

Start by fixing the venue and date, then work outward from attendance: registrations determine catering, seating, drinks and tableware. Submit the event notification early and confirm the music programme before sending invitations. In the final week, separate shelf-stable and fresh food tasks, label dietary meals, and brief volunteers with the programme. On the day, check the entrance and floor before setting up tables, tents, sound equipment, lighting and the buffet.

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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
Submit the event notification
3
Finalize the music program
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Calculate catering quantities
2 people
8
Reserve tables and chairs
9
Purchase supplies
2 people
10
Order decorations
11
Assign volunteers
12
Send the program to volunteers
13
Gather music files
14
Test sound equipment
2 people
15
Share route and parking information
16
Check the inventory list
2 people
17
Collect shelf-stable groceries
2 people
18
Pick up fresh groceries
2 people
19
Label diet meals separately
2 people
20
Wash fruits and vegetables
2 people
21
Prepare sauces and dips
2 people
22
Sort decorations
2 people
23
Check the venue floor and entrance
2 people
24
Build party tents
4 people
25
Set up tables and chairs
4 people
26
Set up buffet and drink tables
2 people
27
Hang decorations
3 people
28
Put up Irish flags
2 people
29
Hang string lights
2 people
30
Connect sound equipment
2 people
31
Test microphone and music
2 people
32
Prepare buffet dishes
4 people
33
Chill drinks
2 people
34
Set up the coffee and tea station
2 people
35
Set out tableware and cutlery
2 people
36
Label the buffet
2 people
37
Set up entrance and cloakroom
2 people
38
Set up waste bins and a cleaning station
2 people
39
Carry out the final safety check
2 people

Event

40
Welcome guests
3 people
41
Announce the program
42
Serve welcome drinks
3 people
43
Provide music
44
Serve snacks
3 people
45
Refill drinks
2 people
46
Open the buffet
2 people
47
Keep the buffet warm
2 people
48
Refill coffee and tea
2 people
49
Empty trash bins
2 people
50
Check toilets periodically
51
Announce the final round
52
See guests out
3 people

Aftercare

53
Turn off the sound equipment
2 people
54
Store leftovers safely
2 people
55
Collect tableware and cutlery
3 people
56
Collect and remove waste
3 people
57
Take down tables and chairs
4 people
58
Take down party tents
4 people
59
Remove decorations
3 people
60
Wash dishes
3 people
61
Clean the venue
4 people
62
Return borrowed materials
2 people
63
Store leftover groceries
2 people

What to bring

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

Furniture

Party tentsqty 2
Beer tablesqty 8
Chairsqty 100
Buffet tablesqty 4
Coat racksqty 2

Tableware

Platesqty 120
Bowlsqty 100
Cutlery setsqty 120
Drinking glassesqty 150
Wine glassesqty 60
Coffee cupsqty 80

Decorations

Green balloonsqty 100
White balloonsqty 50
Orange balloonsqty 50
Irish flagsqty 12
Green garlandsqty 8
Shamrock decorationqty 30
Tableclothsqty 12
Napkin holdersqty 12
Buffet platesqty 20
Name badgesqty 120

Equipment

Active speakersqty 2
Wireless microphonesqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Food warmersqty 4

Lighting

String lightsqty 6
LED lanternsqty 10

Kitchen

Cutting boardsqty 6
Chef and serving knivesqty 12
Serving plattersqty 12
Storage binsqty 12
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6

Cleaning

Waste binsqty 8
Bucketsqty 4
Broom setsqty 3
Mopsqty 3
Toilet brushesqty 2

Catering

Groceries

Tips

Set the venue, date and event notification deadline first. Aim to have the location confirmed before invitations go out, so route, parking and access information can be sent with them.
Use registrations as the basis for catering quantities, then collect dietary requirements before placing food orders. Keep dietary meals clearly labelled and separate from the general buffet.
Give volunteers the programme before event day, with named responsibilities for setup, food, registration and teardown. A short written briefing prevents people from discovering their role when guests arrive.
Test the mixer, active speakers and wireless microphones before decorating the room. Check extension cords and power strips at the same time, rather than trying to troubleshoot sound during the opening.
Reserve tables, chairs and tents early, and check the venue entrance and floor before building the layout. Set out coat racks, tableware, buffet equipment and lighting only after the main traffic routes are clear.

Frequently asked questions

How far in advance should I plan a St. Patrick’s Festival?: Confirm the venue and date several weeks before the festival, then submit the event notification within the required local deadline. Send invitations only after the location, programme outline and registration process are ready.
How do I calculate food for a St. Patrick’s Festival?: Use the final registration count rather than an early estimate, and add a small buffer for late confirmations. Collect dietary requirements before calculating portions so separate meals are included in the order.
When should I test the sound system for the festival?: Test the active speakers, mixer and wireless microphones at least one day before the event, then do a short check after setup. Confirm that extension cords and power strips reach the equipment without crossing guest walkways.
What should I do on the morning of a St. Patrick’s Festival?: Check the entrance and floor first, then build the tents and place tables and chairs. After the layout is safe, set up the buffet, decorations, lighting and sound, and brief volunteers before guests arrive.

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.