How to organise an Easter fire without last-minute problems

An Easter fire needs more than a pile of timber and a lighter. Start with the date, landowner permission and local requirements, then build the safety plan before you invite people. Set clear limits for wind and weather, define the emergency access route and assign supervisors before the event day. Book toilets, power, tents and waste collection early, and leave enough time for a controlled build-up and complete teardown.

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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 date and location
2 people
2
Check the permit
3
Notify the municipality
4
Record landowner permission
5
Check insurance coverage
6
Draw up the fire safety plan
2 people
7
Determine the access route for emergency services
2 people
8
Determine the safe fire zone
3 people
9
Set wind and weather limits
2 people
10
Contact timber suppliers
11
Arrange waste collection
12
Reserve toilets
13
Reserve power supply
14
Reserve party tents
15
Send invitations
2 people
16
Process registrations
17
Collect dietary requirements
18
Assign volunteers
2 people
19
Assign supervisors
2 people
20
Schedule bar staff
21
Schedule the build-up crew
22
Schedule the teardown crew
23
Develop the traffic plan
2 people
24
Designate the parking area
2 people
25
Inform nearby residents
2 people
26
Announce wood collection
27
Check wood against allowed capacity
3 people
28
Stack wood on site
4 people
29
Check the site for obstacles
2 people
30
Check material stock
2 people
31
Do the shopping
3 people
32
Chill drinks
2 people
33
Prepare snacks
4 people
34
Check the weather forecast
35
Send final visitor information

Event

36
Cordon off the area
4 people
37
Check the fire pit
3 people
38
Build party tents
4 people
39
Set up tables and chairs
4 people
40
Set up the bar
3 people
41
Hang lighting
3 people
42
Connect power supply
2 people
43
Set up toilets
2 people
44
Place waste stations
2 people
45
Place first aid kit
46
Place fire extinguishers
2 people
47
Prepare fire water
2 people
48
Place safety signs
2 people
49
Check woodpile for flammability
3 people
50
Set up bar stock
3 people
51
Set out snacks
3 people
52
Prepare coffee and tea
2 people
53
Set up the reception table
2 people
54
Do a final site round
3 people
55
Welcome visitors
3 people
56
Supervise wood delivery
3 people
57
Keep children out of the fire zone
4 people
58
Serve snacks
3 people
59
Serve drinks
3 people
60
Serve coffee and tea
2 people
61
Refill drinks
2 people
62
Empty trash bins
2 people
63
Check toilets
2 people
64
Light the bonfire
3 people
65
Monitor the fire continuously
4 people
66
Guard access to the fire zone
3 people
67
Ensure visitors leave safely
3 people
68
Let the fire die out under supervision
4 people
69
Extinguish glowing embers
4 people

Aftercare

70
Take down tables and chairs
4 people
71
Take down party tents
4 people
72
Remove lighting
3 people
73
Collect waste
4 people
74
Dampen the ash residue
3 people
75
Clear the fire pit
4 people
76
Clean the grounds
4 people
77
Wash reusable tableware
3 people
78
Clean the bar
2 people
79
Have toilets collected
80
Dispose of waste
2 people
81
Return borrowed materials
2 people
82
Return rented materials
2 people
83
Return the grounds to the owner
2 people
84
Store leftovers safely
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 80
Bar stoolsqty 6
Beer tablesqty 6
Bar matsqty 2

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 100
Knivesqty 100
Forksqty 100
Spoonsqty 100
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 12
Serving trays with lidsqty 6
Pliersqty 6
Measuring cupsqty 2

Equipment

Power generator
Extension cordsqty 6
Cable reelsqty 4
Handheld megaphone

Lighting

String lightsqty 8
LED lampsqty 12
Work lightsqty 4
Flashlightsqty 8

Safety

Fire extinguishersqty 4
Firewater tanksqty 2
Buckets of waterqty 8
Fire blanketsqty 3
First aid kitsqty 2
Work glovesqty 20
Safety gogglesqty 10
Reflective vestsqty 12
Crowd control barriersqty 24
Traffic conesqty 20
Barrier tapeqty 6
Warning signsqty 12
Pioneer shovelsqty 6
Rakesqty 6
Wheelbarrowsqty 3

Cleaning

Waste binsqty 12
Dustpan and brushqty 4
Broom setsqty 4
Mopsqty 4
Bucketsqty 6
Washing-up bowlsqty 4
Hand soap dispensersqty 6

Communication

Walkie-talkiesqty 8
Clipboard foldersqty 6
Pensqty 20

Catering

Groceries

Tips

Confirm the location and permissions before ordering timber. Check the permit requirements, notify the municipality where needed, record the landowner’s approval and verify that your insurance covers an open fire.
Write the fire safety plan around the actual site. Mark the safe fire zone, keep an emergency access route clear and decide who can stop the fire if wind or weather conditions exceed your limits.
Set up people as carefully as equipment. Assign supervisors, bar staff, build-up and teardown crews in advance, and give each volunteer a clear shift so essential roles are covered throughout the evening.
Plan guest movement before invitations go out. Define the parking area, publish the access arrangements and inform nearby residents; this prevents blocked routes and complaints on the night.
Treat infrastructure as a booking deadline, not a shopping list. Reserve toilets, power, party tents and waste collection early, then test the generator, extension cords, cable reels and lighting before guests arrive.

Frequently asked questions

How early should I start planning an Easter fire?: Start at least 8 to 12 weeks before the event. Use the first two weeks to confirm the date, location, permissions and insurance, then book suppliers, toilets, power and tents before sending invitations.
Do I need a permit for an Easter fire?: That depends on your municipality and the location, so check before making arrangements. Contact the municipality at least 6 to 8 weeks ahead and keep any permit, notification and landowner approval with the safety plan.
How do I decide whether the weather is safe for an Easter fire?: Set wind and weather limits in writing before the event, rather than deciding on the day. Check the forecast 48 hours before lighting and again on the day; supervisors should have authority to delay or cancel the fire if the limits are exceeded.
How many people should supervise an Easter fire?: Assign enough supervisors to maintain an uninterrupted view of the fire zone and the nearby crowd; the exact number depends on the site and attendance. Finalise the rota at least 2 weeks ahead and include cover for breaks, arrival and teardown.

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.