How to organise a summer party without last-minute chaos

Start your summer party plan with the guest list, venue and dietary requirements, then work towards food, equipment and setup. Confirm the space before reserving barbecues or party tents, and use registrations to estimate seating, drinks and menu quantities. The day before, chill drinks, prepare salads and snacks, label stock and check power, lighting and sound. On the day, build the space in zones so cooking, serving, seating, toilets and waste 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
Send invitations
2
Process registrations
3
Collect dietary requirements
4
Arrange venue confirmation
5
Reserve barbecues
6
Set the menu and quantities
2 people
7
Make a shopping list
8
Check furniture and materials
2 people
9
Buy non-perishable groceries
2 people
10
Collect materials
2 people
11
Chill drinks
2 people
12
Sort decorations
2 people
13
Label stock and dietary requirements
2 people
14
Inspect venue
2 people
15
Pick up groceries
2 people
16
Set up tables and chairs
4 people
17
Build party tents
4 people
18
Place barbecues safely
2 people
19
Connect power and lighting
2 people
20
Test Sound System
2 people
21
Hang decorations
3 people
22
Set up the buffet and bar
3 people
23
Prepare salads and snacks
3 people
24
Check toilet and handwashing area
25
Set up stock and waste points
2 people

Event

26
Welcome guests
2 people
27
Serve welcome drinks
2 people
28
Refill drinks
2 people
29
Refill snacks
2 people
30
Light the barbecue
2 people
31
Prepare barbecue dishes
3 people
32
Serve barbecue dishes
3 people
33
Keep the buffet and tables tidy
2 people
34
Collect waste
2 people
35
Serve the last drinks round
2 people
36
See off guests
2 people

Aftercare

37
Extinguish and cool the barbecues
2 people
38
Store food and drinks safely
2 people
39
Collect tableware and glasses
3 people
40
Clean up the venue
4 people
41
Wash the dishes and kitchenware
3 people
42
Wipe down tables and chairs
2 people
43
Take down party tents
4 people
44
Remove decorations
2 people
45
Take waste to the collection point
2 people
46
Store materials clean and dry
2 people
47
Return borrowed materials
2 people
48
Leave venue clean
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 60
Beer tablesqty 4
Tableclothsqty 8

Tableware

Reusable platesqty 70
Reusable glassesqty 100
Coffee cupsqty 50
Reusable cutleryqty 70
Serving plattersqty 12

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 6
Serving spoonsqty 4
Thermos flasksqty 4
Aluminum grill traysqty 6
Meat thermometersqty 2

Equipment

Barbecuesqty 2
Coolersqty 4
Portable speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 3
Cooler cratesqty 4

Lighting

String lightsqty 4
Battery lanternsqty 4

Decorations

Buntingqty 8
Balloonsqty 100
Balloon pumpqty 2
Tapeqty 4
Table décorqty 8

Sports equipment

Traditional Dutch gamesqty 4
Footballsqty 2
Mikadoqty 2

Cleaning

Waste binsqty 6
Bucketsqty 3
Spongesqty 6
Dish brushesqty 3
Hand brushes and dustpanqty 2
Mopsqty 2

Safety

First aid kit
Fire blanketqty 2

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the party. Use the final guest count to calculate food, drinks, chairs and table space, and record dietary requirements before setting the menu.
Confirm the venue and inspect it before booking equipment. Check where party tents, barbecues, power cables, lighting, toilets and handwashing facilities can safely go.
Plan the barbecue area separately from the buffet and seating. Leave a clear route around the barbecues, keep serving platters and utensils ready, and avoid running extension cords through busy walkways.
Do the shopping in two rounds: buy non-perishable groceries and decorations several days ahead, then collect fresh groceries on the day before or morning of the party. Chill drinks early enough to fill all coolers before guests arrive.
Set up in a fixed order: tables and chairs first, then tents and lighting, followed by decorations, sound, buffet, bar and waste points. Test the speakers and microphone before food is served, not when the party has started.

Frequently asked questions

How far in advance should I organise a summer party?: Start 3 to 4 weeks ahead if you need a venue, party tents, barbecues or other shared equipment. Send invitations early and set the registration deadline at least 7 days before the event so you can finalise quantities.
How much food and drink do I need for a summer party?: Base the menu on the confirmed guest count and plan roughly 2 to 3 drinks per person for the first hour, then about 1 drink per person per hour. Add extra non-alcoholic drinks, and keep dietary portions separate and clearly labelled.
When should I set up a summer party?: Allow at least 3 hours for setup when you need tents, tables, chairs, barbecues, lighting, decorations and sound. Chill drinks and prepare salads and snacks beforehand so the final hour is available for fresh food and safety checks.
What do people usually forget when organising a summer party?: They often forget handwashing supplies, waste points, lighting after sunset, enough serving utensils and a safe power route. Check these items during the venue inspection and complete the toilet, power and sound checks 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.