How to organise a village festival from start to finish

A village festival works best when you build the plan around the programme, the site and the people needed to run it. Set the date and activities first, then confirm the grounds, permits, suppliers and reservations before inviting anyone. Registration numbers should guide food, drinks, seating and volunteer shifts. In the final week, check the forecast and shopping list; on the day, leave enough time for tents, tables, stalls, refreshments and a litter check before guests 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
Set the date and program
2 people
2
Check the venue and grounds
2 people
3
Arrange permits and notifications
4
Make reservations
5
Confirm suppliers
6
Draft invitations
2 people
7
Send invitations
2 people
8
Process registrations
9
Collect dietary requirements
10
Assign volunteers
2 people
11
Publish the program
12
Check the weather forecast
13
Check the shopping list
2 people
14
Do the shopping
3 people
15
Pick up drinks
2 people
16
Collect materials
3 people
17
Fill coolers
2 people
18
Prepare snacks
4 people
19
Wash and cut vegetables
2 people
20
Prepare sandwiches
3 people
21
Set out coffee and tea
2 people
22
Distribute stall supplies
2 people
23
Check the grounds for litter
3 people
24
Build party tents
6 people
25
Set up tables
4 people
26
Set out chairs
4 people
27
Set up buffet tables
3 people
28
Chill drinks
3 people
29
Set up the bar
3 people
30
Set out tableware and cutlery
2 people
31
Hang decorations
4 people
32
Set up a stage-free dance floor
3 people
33
Connect sound equipment
2 people
34
Test music and microphone
2 people
35
Test the lighting
2 people
36
Check toilets
2 people
37
Place waste stations
2 people
38
Put up the information board
39
Set out first aid kit
40
Do a final site round
3 people

Event

41
Welcome visitors
4 people
42
Explain the program
43
Serve coffee and tea
3 people
44
Serve snacks
4 people
45
Supervise children's activities
4 people
46
Manage game equipment
2 people
47
Provide music
48
Hand out drinks
3 people
49
Refill drinks
2 people
50
Restock the buffet
3 people
51
Keep the bar workspace clean
2 people
52
Collect used dishes
2 people
53
Empty trash bins
2 people
54
Check toilets periodically
55
Turn on lighting
56
Announce the final round
57
Wave goodbye to visitors
3 people
58
Turn off the music

Aftercare

59
Pack leftovers safely
3 people
60
Chill refrigerated items back down
2 people
61
Wash dishes
4 people
62
Clear litter from the grounds
5 people
63
Clear tables and chairs
5 people
64
Take down party tents
6 people
65
Remove decorations
3 people
66
Dismantle Sound Equipment
2 people
67
Dismantle lighting
2 people
68
Sort remaining stock
2 people
69
Dispose of waste separately
3 people
70
Clean the grounds
4 people
71
Return materials
3 people
72
Return borrowed items
2 people

What to bring

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

Furniture

Party tentqty 3
Folding tableqty 10
Chairqty 100
Bar stoolqty 6
Buffet tableqty 4
Tableclothqty 12
Table clampqty 24
Clothing rack

Tableware

Reusable glassqty 150
Wine glassqty 40
Coffee cupqty 60
Platterqty 60
Plateqty 120
Cupqty 40
Knifeqty 120
Forkqty 120
Spoonqty 80
Serving spoonqty 12
Serving platterqty 12
Serving trayqty 6

Equipment

Cool boxqty 6
Coffee makerqty 2
Kettleqty 2
Portable speakerqty 2
Wireless microphone
Microphone stand
Power stripqty 6
Extension cordqty 6
Rechargeable batteryqty 4
Cooling packqty 24

Kitchen

Cutting boardqty 6
Chef's knifeqty 4
Bread knifeqty 2
Mixing bowlqty 6
Measuring cupqty 2
Pliersqty 6
Kitchen scissorsqty 2
Serving tongsqty 8
Aluminum foil dispenser
Thermosqty 6
Ice scoopqty 2

Decorations

Buntingqty 12
Balloonsqty 150
Balloon pumpqty 2
Table décorqty 12
Program boardqty 2
Arrow signqty 8
Chalkboardqty 4
Chalk markerqty 8

Lighting

String lightsqty 8
LED lampqty 12
Battery lanternqty 6

Sports equipment

Soft ballqty 12
Ring toss setqty 2
Sidewalk chalkqty 12
Jump ropeqty 6
Marker coneqty 24
Bubble solutionqty 12

Cleaning

Waste binqty 12
Litter pickerqty 4
Broomqty 4
Dustpan and brushqty 4
Mopqty 4
Bucketqty 4
Cleaning spongeqty 12
Soap dispenserqty 4
Hand sanitizerqty 6
First aid kit
Work gloveqty 12
Foldable crateqty 12
Broomstickqty 2

Catering

Groceries

Tips

Set the date and programme before sending invitations. Allow at least 6–8 weeks for registrations, supplier confirmations and permit or notification requirements, especially if the festival uses public space.
Visit the grounds twice: once during planning and again 1–2 days before setup. Check access, power, tent positions and where tables, chairs, stalls, coolers and the coffee station will go.
Close registrations 7–10 days before the festival and use the final count for food, drinks, seating and dietary requirements. Keep a separate volunteer list so every stall and time slot has a named person.
Do the main shopping 1–2 days ahead, then collect drinks and other reserved items on the agreed day. Fill coolers shortly before opening, and prepare sandwiches, vegetables, coffee and tea in timed batches rather than all at once.
Build party tents and set up tables before distributing stall supplies. Test the portable speaker, wireless microphone, microphone stand, power strips, extension cords and rechargeable batteries while there is still time to replace or recharge anything.

Frequently asked questions

How far in advance should you plan a village festival?: Start at least 6–8 weeks before the event. Use the first two weeks for the date, programme, site and permits, then confirm suppliers and open registrations.
When should invitations for a village festival be sent?: Send invitations about 4–6 weeks before the festival, once the date, programme and key practical details are confirmed. Set a registration deadline 7–10 days before the event.
How much food and drink should I prepare for a village festival?: Base quantities on the final registration count, adding roughly 10% for unexpected guests and second helpings. For the first hour, plan on 2–3 drinks per person, then adjust for the programme and weather.
When should you set up a village festival?: Do the main setup on the day before where possible, including tents, tables and stall areas. On the event day, allow at least 3 hours for refreshments, equipment tests, final supplies and a grounds check.

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.