How to organise an Easter fire without last-minute problems

An Easter fire needs more planning than a pile of wood and a lighter. Start with the permit, fire-safety requirements and a secure site, then set the date, recruit volunteers and arrange suppliers. Registration numbers determine how many toilets, cups, snacks and seats you need. The final week is for checking the wood, weather, access, lighting and power; on the day itself, one person should coordinate safety while others manage food, drinks and guests.

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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
Apply for a permit for the Easter fire
2
Check fire safety requirements
2 people
3
Secure site and fire pit
2 people
4
Publish date and location
5
Send invitations
2 people
6
Open registrations
7
Recruit volunteers
2 people
8
Collect dietary requirements
9
Process registrations
2 people
10
Contact suppliers for wood
2 people
11
Reserve portable toilets
12
Arrange waste collection
13
Inform the fire brigade
14
Inform neighbors about the event
2 people
15
Check the weather forecast and wind
16
Print safety instructions
17
Print the volunteer schedule
18
Announce wood collection
19
Check wood for suitability
4 people
20
Remove prohibited materials
4 people
21
Check the site for obstacles
3 people
22
Do the shopping
3 people
23
Fill coolers
2 people
24
Prepare snacks
4 people
25
Sort the dishes and cutlery
2 people
26
Prepare cash register and change
2 people
27
Check first aid kit
28
Charge flashlights and walkie-talkies
29
Check the weather and wind again
30
Cancel the event in bad weather
2 people
31
Stack wood at the fire pit
8 people
32
Mark a safe distance around the fire
3 people
33
Set up barriers around the fire pit
4 people
34
Set up fire extinguishing equipment
3 people
35
Set up tables and chairs
5 people
36
Build party tents
6 people
37
Hang lighting
3 people
38
Connect power supply
2 people
39
Set up bars and serving points
4 people
40
Set up the coffee and tea station
2 people
41
Set up food chilled
3 people
42
Place menu boards and prices
2 people
43
Check and restock toilets
2 people
44
Brief volunteers
3 people

Event

45
Welcome visitors
3 people
46
Check registrations at the entrance
2 people
47
Guide the wood drop-off
4 people
48
Supervise children's activities
3 people
49
Serve coffee and tea
2 people
50
Serve snacks
3 people
51
Sell drinks
3 people
52
Refill drinks
2 people
53
Empty trash bins
2 people
54
Check toilets periodically
2 people
55
Reinspect the fire pit
3 people
56
Keep the audience at a safe distance
4 people
57
Light the Easter fire
3 people
58
Monitor fire and wind direction
4 people
59
Inform visitors about safety
2 people
60
Keep firefighting equipment ready
2 people
61
Final round past sales points
2 people
62
Ensure visitors leave safely
4 people

Aftercare

63
Let the fire burn out completely
3 people
64
Extinguish glowing embers
3 people
65
Check the fire area for any remaining hazard
2 people
66
Remove the barriers
3 people
67
Collect wood scraps and waste
6 people
68
Clean the grounds
5 people
69
Wipe down tables and chairs
3 people
70
Wash dishes and cutlery
3 people
71
Empty and clean coolers
2 people
72
Take down party tents
6 people
73
Remove lighting and cables
3 people
74
Take waste to the collection point
3 people
75
Store leftover food safely
2 people
76
Return borrowed materials
2 people
77
Report site handover
78
Collect lost property
79
Register lost and found items
80
Count the final cash balance
2 people
81
Store leftover stock
2 people
82
Have toilets collected
83
Finalize permit conditions

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 80
Beer tablesqty 6
Bar stoolsqty 8
High tablesqty 6
Clothes racksqty 2

Tableware

Reusable cupsqty 150
Coffee cupsqty 60
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Pitchersqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 4
Coolersqty 6
Cutting boardsqty 4
Chef's knifeqty 3
Serving spoonsqty 6
Pliersqty 6
Thermo boxesqty 3

Equipment

Extension cordsqty 6
Cable reelsqty 3
Power stripsqty 6
Walkie-talkiesqty 6
Mobile phonesqty 3
Cash registersqty 2
Cash boxesqty 2
Card machinesqty 2

Lighting

LED light stringsqty 6
Work lightsqty 4
Flashlightsqty 8

Safety

Fire extinguishersqty 4
Fire blanketsqty 4
Water hosesqty 2
Buckets of waterqty 8
First aid kitsqty 2
Safety vestsqty 12
Work glovesqty 16
Safety gogglesqty 12
Hearing protectionqty 8
Crowd control barriersqty 20
Barrier tapeqty 4
Traffic conesqty 12

Decorations

Easter flagsqty 20
Buntingqty 8
Tableclothsqty 8
Menu boardsqty 6
Price holdersqty 10

Cleaning

Waste binsqty 12
Broom setsqty 4
Eye-catchersqty 4
Mopsqty 4
Bucketsqty 6
Cleaning cartsqty 2

Catering

Groceries

Tips

Apply for the Easter fire permit before publishing the date and location. Check the required safety measures at the same time, including the fire pit, site access and arrangements for informing the fire brigade and neighbours.
Set a clear wood deadline and inspect every load before it reaches the fire. Remove prohibited materials and keep only suitable, untreated wood; do not leave this check until the evening of the event.
Use registrations to plan quantities and staffing. Confirm dietary requirements, recruit volunteers for separate shifts, and print the volunteer schedule and safety instructions before setup starts.
Plan for darkness and changing weather, not just the fire itself. Check the forecast and wind on the day, and place work lights, flashlights and LED light strings where volunteers and guests will walk; route extension cords and cable reels safely.
Finish food and service setup before guests arrive. Fill the coolers, prepare snacks, sort reusable cups, coffee cups, plates and cutlery, and keep hot drinks in urns or thermo boxes so one volunteer is not stuck preparing everything during the fire.

Frequently asked questions

How early should I apply for an Easter fire permit?: Apply as soon as the site and provisional date are known, preferably several weeks before the event. Permit conditions can affect the fire pit, safety staffing, access and notifications, so waiting until the final week leaves little time to adjust.
How much wood do I need for an Easter fire?: There is no reliable single amount without knowing the fire size, burn time and local rules. Set the required volume with the site or fire-safety authority, then arrange delivery or collection early enough to inspect the wood before the event; keep unsuitable or prohibited materials out.
When should I reserve portable toilets for an Easter fire?: Reserve them after opening registrations, once you have an attendance estimate, and no later than several weeks before the event. Recheck the final number of guests and the delivery and collection times during the last week.
What should I check on the day of an Easter fire?: Check the wind and weather forecast, the fire pit, the site for obstacles, the wood, lighting, power cables and emergency access before guests arrive. Complete these checks at least once during setup and repeat the wind and fire-safety check if conditions change.

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.