How to organise a Workers' Day festival

A Workers' Day festival needs more than a stage and a programme. Start by fixing the date, venue and running order, then work backwards from permits, performers, registrations and catering. The busiest problems usually appear at the entrance, bar and service areas, where volunteers need clear instructions and equipment must arrive on time. Use a site map to place tents, tables, toilets, waste points, the mobile bar and sound equipment before setup day.

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
Set the date and program
2 people
2
Reserve venue
3
Check required permits
4
Finalize the music program
2 people
5
Confirm performers and host
2 people
6
Send invitations
2 people
7
Post promotion on social media
8
Hang posters
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Assign volunteers
2 people
12
Book catering
13
Reserve equipment
14
Arrange toilets and waste disposal
15
Create a site map
2 people
16
Print the program and signage
2 people
17
Check catering order
2 people
18
Check the weather forecast
19
Check the inventory list
2 people
20
Do the shopping
3 people
21
Chill drinks
2 people
22
Prepare snacks
4 people
23
Collect materials
3 people
24
Prepare registration lists
2 people
25
Set up cash and card terminal
2 people
26
Inspect the site
3 people
27
Receive deliveries
3 people
28
Build party tents
6 people
29
Set up tables and chairs
5 people
30
Clear the stage area
3 people
31
Set up sound equipment
3 people
32
Hang lighting
3 people
33
Lay out power cables safely
2 people
34
Set up buffet tables
4 people
35
Set up the bar
3 people
36
Prepare coffee and tea
2 people
37
Hang up decorations
3 people
38
Set up signage
2 people
39
Set up the registration table
2 people
40
Prepare first aid supplies
41
Check toilets
2 people
42
Run the sound check
3 people
43
Restock buffet and bar
4 people
44
Brief volunteers
3 people

Event

45
Welcome guests
4 people
46
Check off registrations
2 people
47
Serve welcome drinks
3 people
48
Give the opening speech
49
Guide music program
2 people
50
Serve snacks
4 people
51
Refill drinks
3 people
52
Restock the buffet
3 people
53
Serve the hot meal
5 people
54
Serve diet meals
2 people
55
Clear tables during the event
3 people
56
Wash dishes
3 people
57
Empty trash bins
2 people
58
Clean the toilets in between
2 people
59
Refill coffee and tea
2 people
60
Announce the final round
61
See guests out
3 people

Aftercare

62
Close the bar
3 people
63
Store food safely
3 people
64
Collect lost and found items
2 people
65
Turn off sound and lighting
2 people
66
Clean the grounds
6 people
67
Take waste to the collection point
3 people
68
Clean tableware and kitchen equipment
4 people
69
Wipe down tables and chairs
3 people
70
Take down party tents
6 people
71
Remove decorations
3 people
72
Pack equipment
3 people
73
Return materials
2 people
74
Return borrowed items
2 people
75
Hand over the venue
2 people
76
Distribute leftover food
2 people
77
Close payment details
2 people
78
Send thank-you message

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Beer tablesqty 8
Chairsqty 100
Bar stoolsqty 8
Buffet tablesqty 6

Tableware

Platesqty 120
Deep platesqty 100
Glassesqty 180
Coffee cupsqty 80
Knivesqty 120
Forksqty 120
Spoonsqty 100
Serving spoonsqty 12

Catering

Thermos flasksqty 6
Ice cube traysqty 6
Coolersqty 8
Serving plattersqty 18
Serving tongsqty 12
Pouring jugsqty 8
Groceries

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Kitchen bowlsqty 8
Measuring cupsqty 3
Storage binsqty 12

Equipment

Mobile bar
Coffee machinesqty 3
Kettlesqty 3
Refrigeratorsqty 2
Speakersqty 2
Microphonesqty 3
Mixer
Microphone standsqty 3
Extension cordsqty 8
Cable reelsqty 4
Cable matsqty 12

Lighting

String lightsqty 10
Work lightsqty 4
Battery lanternsqty 8

Decorations

Buntingqty 12
Red flagsqty 8
Tableclothsqty 18
Balloonsqty 150
Balloon pumpqty 2
Decorative postersqty 20

Cleaning

Waste binsqty 12
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Cleaning spongesqty 12
Hand soap dispensersqty 6

Tips

Set the date, venue and programme first, then check permits before announcing the festival. Allow at least 6–8 weeks for approvals if your venue or local authority requires them.
Confirm performers, the host and the music schedule before sending invitations. Print the final programme and signage only after the running order is locked, ideally 5–7 days before the event.
Close registrations 3–5 days before the festival and use the final list to brief volunteers, prepare entry materials and collect dietary requirements. Give the caterer the confirmed numbers rather than an early estimate.
Plan food and drinks by service point, not just by total quantity. Check the catering order, chill drinks, prepare snacks and place coolers, refrigerators, coffee machines, kettles, plates and serving utensils where they will be used.
Finish the site map and inventory check at least one day before setup. On the day, set up registration, the cash and card terminal, toilets, waste disposal, seating, tents, bar equipment and speakers in that order so arrivals do not meet an unfinished entrance.

Frequently asked questions

How far in advance should I plan a Workers' Day festival?: Start at least 8–12 weeks ahead. Use the first two weeks for the date, venue, programme and permit checks, then confirm performers, catering, equipment and volunteers.
When should I send invitations for a Workers' Day festival?: Send invitations around 4–6 weeks before the festival, once the date, venue and main programme are confirmed. Post reminders on social media and put up posters again 7–10 days before the event.
When should I finalise catering numbers?: Ask for registrations and dietary requirements until 3–5 days before the festival, then send the final headcount to the caterer. Keep a small buffer for late changes, but do not base the order on an unconfirmed estimate.
What should I prepare the day before a Workers' Day festival?: Complete the inventory check, collect materials, print signage, prepare registration lists and check the weather forecast one day before. Chill drinks and prepare food as late as food-safety rules and storage allow.

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.