How to organise a village festival from start to finish

A village festival works best when you treat it as a small public event, not just a large party. Start by fixing the date and location, then check permits, reserve what you need and build the programme. After that, coordinate stalls, volunteers, registrations, traffic and neighbours. The final week is for confirming deliveries, shopping, collecting drinks and materials, and checking the site. On the day itself, follow the floor plan and set up power, tents, tables, sound and lighting before visitors arrive.

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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 date and location
2 people
2
Make reservations
3
Check permits
4
Compile program
3 people
5
Approach participating booths
2 people
6
Finalize the music program
2 people
7
Send invitations
3 people
8
Process registrations
2 people
9
Collect dietary requirements
2 people
10
Assign volunteers
2 people
11
Allocating booth spaces
2 people
12
Create floor plan
13
Set traffic route
2 people
14
Inform the neighborhood
2 people
15
Hang up promotion
3 people
16
Confirm deliveries
2 people
17
Check the inventory list
2 people
18
Finalize shopping list
2 people
19
Do the shopping
4 people
20
Collect drinks and chilled goods
3 people
21
Collect materials
4 people
22
Inspect the site
3 people
23
Put up barriers
4 people
24
Set up tents
6 people
25
Set up tables
5 people
26
Set up chairs
4 people
27
Clear the stage
3 people
28
Set up sound equipment
3 people
29
Test microphones
2 people
30
Hang lighting
3 people
31
Hang decorations
4 people
32
Put up the information board
2 people
33
Set up the registration table
2 people
34
Set up food stall
4 people
35
Chill drinks
3 people
36
Prepare coffee and tea
2 people
37
Prepare snacks
4 people
38
Prepare allergen information
2 people
39
Set up waste stations
3 people
40
Check toilets
2 people
41
Conduct a safety check
3 people
42
Brief volunteers
3 people

Event

43
Welcome visitors
4 people
44
Register sign-ups
2 people
45
Announce the program
46
Supervise children's activities
4 people
47
Distribute game materials
2 people
48
Guide the performances
2 people
49
Serve snacks
4 people
50
Serve drinks
4 people
51
Serve coffee and tea
2 people
52
Refill drinks
3 people
53
Refill snacks
3 people
54
Keep tables clean
3 people
55
Empty trash bins
2 people
56
Restock toilets
2 people
57
Do site rounds
2 people
58
Turn on lighting
59
Announce the final program item
60
Wave goodbye to visitors
4 people

Aftercare

61
Turn off the sound equipment
2 people
62
Store food safely
3 people
63
Clear away drinks
3 people
64
Collect waste
5 people
65
Take down tables and chairs
6 people
66
Take down tents
6 people
67
Remove decorations
4 people
68
Wash dishes
4 people
69
Clean the kitchen
3 people
70
Clean the grounds
5 people
71
Clean the restrooms
2 people
72
Return materials
3 people
73
Return sound equipment
2 people
74
Sort remaining stock
2 people
75
Collect lost and found items
2 people
76
Return keys and access passes

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 12
Folding chairsqty 80
Beer tablesqty 8
Tableclothsqty 16
Clothes racksqty 2

Equipment

Speakersqty 2
Mixer
Microphonesqty 3
Microphone standsqty 3
Extension cordsqty 8
Power stripsqty 6
Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Handheld megaphone

Lighting

String lightsqty 8
LED lampsqty 10
Battery lanternsqty 6

Tableware

Reusable cupsqty 250
Coffee cupsqty 100
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 20
Serving spoonsqty 12
Pliersqty 10

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Measuring cupsqty 3
Mixing bowlsqty 6
Large frying pansqty 3
Gas burnersqty 3
Gas cylindersqty 3
Aluminum baking traysqty 6
Cooling matsqty 6

Decorations

Buntingqty 12
Balloon archesqty 3
Table décorqty 16
Program postersqty 20
Directional signsqty 12
Name badgesqty 100
Chalkboardsqty 6

Sports equipment

Ballsqty 12
Ring toss setsqty 3
Tug-of-war ropesqty 2
Skipping ropesqty 8
Sidewalk chalk setsqty 6

Cleaning

Waste binsqty 12
Dustpan and brushqty 4
Broom setsqty 4
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 12
Hand soap dispensersqty 6
Sanitizer pumpsqty 6
Toilet brushesqty 4
Towel dispensersqty 4

Catering

Groceries

Tips

Set the date, location and permits first. Do this several weeks before the festival, because reservations, permissions and neighbour notifications can affect the programme and layout.
Create the floor plan before assigning booth spaces. Mark tents, tables, barriers, the traffic route, speakers and power points so extension cords and power strips do not become a last-minute problem.
Close registrations and collect dietary requirements at least 7 days before the event. Give volunteers and participating booths a final schedule, arrival time and clearly assigned space.
Confirm deliveries and check the inventory list 2 to 3 days before the festival. Keep drinks and chilled goods separate from dry materials, and arrange coolers before collection day.
Inspect the site before setup starts. Put up barriers, tents, tables and lighting first, then test the mixer, microphones, speakers and extension cords before the music programme begins.

Frequently asked questions

How far in advance should I organise a village festival?: Start planning at least 8 to 12 weeks ahead. Use the first weeks for the date, location, permits, reservations and programme; leave the final 7 days for registrations, dietary requirements and volunteer assignments.
When should I contact stalls and participating booths?: Approach booths 6 to 8 weeks before the festival, then confirm participation and space assignments no later than 2 weeks beforehand. Send the final floor plan and arrival instructions during the last week.
How many volunteers do I need for a village festival?: Plan at least 1 volunteer for each active task area, such as setup, registration, traffic, refreshments and cleanup, plus 2 people who can cover breaks. Confirm the roster at least 7 days before the event.
When should I buy drinks and collect chilled goods?: Finalise the shopping list 3 to 5 days before the festival and collect chilled goods as close to the event as practical, usually 1 day beforehand. Prepare coolers and cold storage before collection so nothing warms up during setup.

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.