How to organise an action day from start to finish

An action day runs smoothly when the practical work is settled before volunteers arrive. Start by confirming the venue, permits, materials and registration details, then assign people to clear roles. Prepare the donation process, route information and catering before the setup window. On the day itself, open the venue early enough to arrange tables, tents, sound, lighting and serving stations without rushing.

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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
Send invitations
2 people
2
Process registrations
3
Collect dietary requirements
4
Assign volunteers
2 people
5
Confirm venue booking
6
Confirm material reservations
7
Check permits
8
Arrange a payment method for donations
9
Print donation forms
10
Print program and route
11
Do the shopping
2 people
12
Collect materials
2 people
13
Chill drinks
2 people
14
Prepare snacks
4 people
15
Set up donation table
2 people
16
Prepare information boards
2 people
17
Set up the register and change
2 people
18
Open venue
2 people
19
Set up tables and chairs
5 people
20
Build party tents
4 people
21
Connect the sound system
2 people
22
Connect lighting
2 people
23
Hang decorations
3 people
24
Set up the buffet
3 people
25
Set up drink station
2 people
26
Set up the registration table
2 people
27
Conduct a safety check
2 people
28
Brief volunteers
3 people

Event

29
Welcome visitors
4 people
30
Register visitors
2 people
31
Register donations
2 people
32
Coordinate the action program
3 people
33
Serve snacks
3 people
34
Serve drinks
2 people
35
Refill drinks
2 people
36
Restock the buffet
2 people
37
Empty trash bins
2 people
38
Collect tableware
2 people
39
Process final donations
2 people
40
Wave goodbye to visitors
3 people

Aftercare

41
Clear away food and drinks
3 people
42
Dismantle materials
4 people
43
Clean the venue
4 people
44
Store donations securely
2 people
45
Wash dishes
3 people
46
Return materials
2 people
47
Distribute leftover food
2 people
48
Take waste to the collection point
2 people
49
Transfer the donation proceeds
2 people
50
Send thank-you messages
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 10
Chairsqty 80
Buffet tablesqty 3
High tablesqty 6
Tableclothsqty 12

Tableware

Reusable cupsqty 120
Platesqty 100
Cutlery setsqty 100
Coffee cupsqty 60
Serving plattersqty 12
Serving spoonsqty 12
Water jugsqty 8

Catering

Coolersqty 6
Drink dispensersqty 3
Donation boxesqty 4
Cash boxesqty 2
Name stickersqty 100
Wristbandsqty 150
Printer paperqty 250
Groceries

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef's knivesqty 4
Pliersqty 6
Measuring cupsqty 3

Equipment

Speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4

Lighting

LED lampsqty 8

Decorations

Balloonsqty 100
Buntingqty 6
Adhesive hooksqty 30
Directional signsqty 10
Information boardsqty 6

Cleaning

Waste binsqty 8
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Spongesqty 6
Rubber glovesqty 8

Tips

Set a fixed registration deadline and collect dietary requirements at the same time. Use the final list to assign volunteers and prepare enough snacks and drinks for the people who actually registered.
Confirm the venue, permits and material reservations at least one week before the action day. A last-minute venue issue is difficult to solve once tables, tents and equipment have already been arranged.
Prepare the donation table before opening, including printed donation forms, a working payment method and change. Test the register rather than assuming it will work when the first visitors arrive.
Allow at least two hours for setup if you need party tents, tables, chairs, sound, lighting, information boards and a buffet. Connect extension cords and power strips safely, then test speakers and the microphone before guests arrive.
Chill drinks and prepare snacks before the setup rush begins. Keep reusable cups, plates, cutlery, serving spoons and water jugs together at the drink and buffet stations so volunteers do not have to search for them.

Frequently asked questions

How far in advance should I organise an action day?: Start planning at least four weeks in advance. Confirm the venue, permits and material reservations during the first week, and set a registration deadline about one week before the event.
How long does it take to set up an action day?: Plan for at least two hours when you need tents, tables, seating, sound, lighting, decorations and food stations. Add extra time if materials must first be collected from another location.
How many volunteers do I need for an action day?: Assign at least one person to registration, one to donations, one to catering and one to general coordination. Add volunteers for each separate activity or route point so no station is left unattended.
When should I prepare drinks and snacks for an action day?: Prepare snacks shortly before setup and chill drinks early enough to give them several hours in the coolers. Finish both before the doors open, leaving the final 30 minutes for checks and restocking.

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.