How to organise a winter festival

A winter festival needs more than decorations and hot drinks. Start by fixing the date, venue and programme, then work backwards from the event to arrange permits, catering, equipment and volunteers. Visitor numbers affect everything from soup and seating to cups, coats and name badges. Leave time for a weather check and an equipment test, because cold conditions and unreliable power can disrupt the day quickly. Use this plan to keep the practical work in the right order.

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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
Record date and times
2 people
2
Reserve venue
3
Check permits
4
Reserve sound equipment
5
Make catering arrangements
2 people
6
Draft invitations
2 people
7
Send invitations
2 people
8
Register sign-ups
9
Send reminder
10
Collect dietary requirements
11
Confirm the number of visitors
12
Set up the room layout
2 people
13
Work out the program and times
2 people
14
Schedule volunteers
15
Print contact list
16
Prepare name badges
2 people
17
Check the shopping list
2 people
18
Do the shopping
3 people
19
Collect fresh produce
2 people
20
Chill drinks
2 people
21
Prepare snacks
4 people
22
Prepare soup
2 people
23
Sort decorations
2 people
24
Test equipment
2 people
25
Check the weather forecast

Event

26
Open hall
2 people
27
Set up tables
4 people
28
Set up chairs
4 people
29
Set up buffet tables
3 people
30
Set up the reception desk
2 people
31
Set up coat check area
2 people
32
Hang decorations
4 people
33
Hang decorative lighting
3 people
34
Connect the music
2 people
35
Test microphone
2 people
36
Set up coffee station
2 people
37
Set out drinks
3 people
38
Set out snacks
3 people
39
Keep soup warm
2 people
40
Staff the registration desk
2 people
41
Welcome visitors
3 people
42
Hand out name badges
2 people
43
Serve coffee and tea
2 people
44
Serve hot chocolate
2 people
45
Supervise children's activity
3 people
46
Host the winter quiz
2 people
47
Provide the music program
2 people
48
Serve snacks
3 people
49
Refill drinks
2 people
50
Open the buffet
2 people
51
Restock the buffet
3 people
52
Serve diet meals
2 people
53
Read aloud the Christmas story
54
Hand out prizes
2 people
55
Support the dance floor
2 people
56
Announce the final round
57
Wave goodbye to visitors
3 people
58
Collect lost and found items

Aftercare

59
Collect tableware
3 people
60
Collect waste
3 people
61
Clear away food and drinks
3 people
62
Switch off equipment
2 people
63
Remove decorations
3 people
64
Clear tables and chairs
4 people
65
Wash dishes
3 people
66
Clean the room
4 people
67
Clean the restrooms
2 people
68
Take out the trash
2 people
69
Dry and store materials
2 people
70
Return borrowed materials
2 people

What to bring

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

Furniture

Tablesqty 12
Chairsqty 110
Foldable tablesqty 4
Coat racksqty 3
Blanketsqty 12

Tableware

Dinner platesqty 120
Dessert platesqty 120
Coffee cupsqty 100
Glassesqty 150
Coffee spoonsqty 100
Cutlery setsqty 120
Serving plattersqty 12
Serving spoonsqty 8
Thermos flasksqty 8

Kitchen

Soup kettlesqty 3
Serving spoonsqty 6
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Measuring cupsqty 3
Coolersqty 6
Hot traysqty 6

Equipment

Coffee machinesqty 3
Kettlesqty 3
Refrigeratorsqty 2
Speakersqty 2
Mixer
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 6

Lighting

String lightsqty 8
LED lampsqty 12

Decorations

Christmas treesqty 2
Christmas baublesqty 80
Buntingqty 12
Christmas wreathsqty 4
Table décorqty 12
Name badgesqty 120
Balloonsqty 100
Tapeqty 6
Ropeqty 2
Scissorsqty 6

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the date, opening hours and venue first, then check permits before sending invitations. Allow at least several weeks for any approval that is not confirmed immediately.
Ask for sign-ups and dietary requirements before finalising catering. Confirm the visitor count no later than one week ahead so you can plan soup, snacks, drinks, seating and tableware without guessing.
Build the programme with exact start and finish times, then schedule volunteers against those times. Give each person a clear shift and print a contact list so changes can be handled on the day.
Test speakers, microphones, the mixer, coffee machines and kettles before the festival, using the same extension cords and power strips planned for the event. Keep equipment connections away from wet or snowy areas.
Check the weather forecast two to three days before the festival and again on the morning itself. Make blankets, coat racks, chilled drinks and hot food part of the final room and serving plan rather than last-minute additions.

Frequently asked questions

How far in advance should I organise a winter festival?: Fix the date and reserve the venue as early as possible, then allow several weeks for permits, invitations and equipment. Confirm the final visitor number about one week before the event.
How much soup and food do I need for a winter festival?: Use the confirmed visitor count to calculate portions, and add around 10% for unexpected guests and seconds. Buy fresh produce close to the event, while checking the shopping list before the final shop.
When should I send winter festival invitations?: Send invitations several weeks before the festival so people have time to register. Send a reminder about one week beforehand, after which you can collect missing dietary requirements and confirm attendance.
What should I check the day before a winter festival?: Check the weather, chill the drinks, prepare snacks and soup where possible, sort decorations and test all sound and coffee equipment. Also confirm volunteer shifts, the room layout and the printed contact list.

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.