Leftovers festival checklist: organise it in the right order

A leftovers festival needs more than donated food and a cooking area. You must confirm the site, check permits, build a food-safety plan and arrange transport before the programme is published. Registrations and dietary requirements affect how much food, seating and equipment you need. Use this checklist to keep suppliers, volunteers, donations, workshops and serving logistics on track from the first planning meeting to event 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

Confirm date and location
2 people
Check permits
Develop a food safety plan
2 people
Contact suppliers
2 people
Recruit volunteers
2 people
Send invitations
2 people
Open the registration form
Promote food drive
2 people
Secure local partners
2 people
Process registrations
2 people
Collect dietary requirements
Make reservations
Publish the program
2 people
Prepare cooking workshops
3 people
Create recipe cards
2 people
Arrange food transport
2 people
Assign volunteers
2 people
Send directions
Check storage room
2 people
Collect materials
3 people
Do the shopping
2 people
Collect donations
3 people
Sort donations
4 people
Check food quality
2 people
Wash vegetables
3 people
Portion ingredients
3 people
Chill drinks
2 people
Open venue
2 people
Receive deliveries
2 people
Set up tables
4 people
Set up chairs
3 people
Set up the booth layout
3 people
Set up cooking stations
4 people
Set out tableware
2 people
Set up buffet
4 people
Set up drink station
2 people
Place waste stations
2 people
Hang decorations
3 people
Place information signs
2 people
Test the equipment
2 people
Brief volunteers
2 people

Event

Welcome visitors
4 people
Explain the program
Open the tasting
4 people
Lead cooking workshop
3 people
Tell food stories
2 people
Restock the buffet
4 people
Serve snacks
4 people
Refill drinks
2 people
Serve coffee and tea
2 people
Lead cooking workshop
3 people
Lead the leftovers quiz
2 people
Supervise children's activity
2 people
Staff the food stall
3 people
Explain allergy information
Check waste streams
2 people
Clean tables in between
2 people
Check toilets
Track inventory
Serve final buffet round
3 people
Wave goodbye to visitors
3 people
Pack food safely
3 people

Aftercare

Switch off equipment
2 people
Collect tableware
3 people
Sort waste
4 people
Clear tables and chairs
4 people
Clean the cooking stations
3 people
Clean the floor
2 people
Clean the restrooms
2 people
Remove decorations
2 people
Distribute leftover food
2 people
Wash dishes
3 people
Return materials
2 people
Have waste collected
Do final venue inspection
2 people
Collect lost and found items
Return supplier materials
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 80
Buffet tablesqty 4
High tablesqty 6
Market tablesqty 6
Stoolsqty 12
Tableclothsqty 18
Transport cartsqty 2

Tableware

Reusable platesqty 180
Reusable bowlsqty 120
Reusable glassesqty 180
Mugsqty 80
Cutlery setsqty 180
Serving spoonsqty 12
Soup ladlesqty 8
Cutting boardsqty 12
Serving plattersqty 20
Serving tongsqty 12

Equipment

Coolersqty 6
Induction hobsqty 6
Cooking potsqty 8
Frying pansqty 6
Kettlesqty 3
Coffee machinesqty 3
Food warmersqty 6
Thermos flasksqty 8
Extension cordsqty 8
Power stripsqty 6
Handheld microphonesqty 2
Speakersqty 2

Kitchen

Cook’s paddlesqty 8
Kitchen knivesqty 12
Measuring cupsqty 6
Mixing bowlsqty 12
Colandersqty 6
Apronsqty 12
Cutting board matsqty 6
Cold thermometersqty 4
Rolls of labelsqty 6

Cleaning

Waste binsqty 8
Compost binsqty 4
Cleaning bucketsqty 4
Broom setsqty 3
Mopsqty 4
Litter pickersqty 4
Washing-up basinsqty 4
Hand soap dispensersqty 6

Decorations

Reusable buntingqty 8
Chalkboardsqty 10
Menu standsqty 12
Plant potsqty 12
Table numbersqty 20

Lighting

LED light stringsqty 6
LED lampsqty 8
Battery lanternsqty 6

Catering

Groceries

Tips

Start with the date, location and permits at least 8–12 weeks ahead. A food-focused event may need extra checks for cooking, temporary structures, waste and public access, so confirm requirements before inviting people.
Open registration before finalising portions and workshop groups. Collect dietary requirements during registration, then give the kitchen and serving teams a written summary at least 7 days before the event.
Treat donated food as a process, not a pile of ingredients. Set a collection deadline, sort donations as they arrive, check quality and storage conditions, and wash vegetables only when they are ready for preparation.
Plan transport and cold storage together. Check the storage room, label deliveries by use or workshop, and make sure coolers, cooking equipment and transport carts arrive before volunteers begin setup.
Give volunteers timed roles instead of a single general briefing. Assign separate teams for setup, food checks, cooking workshops, serving, registration and cleanup, with a short handover before each shift.

Frequently asked questions

How far in advance should I plan a leftovers festival?: Allow 8–12 weeks for a small public event. Confirm the date and location first, then check permits, contact suppliers and partners, recruit volunteers and open registration before promoting the programme.
How do I plan food quantities for a leftovers festival?: Use registration numbers and dietary requirements as your baseline, then confirm quantities after donations are collected and sorted. Make the final menu and portion plan 3–5 days before the event, once food quality and storage are clear.
When should food donations be collected and checked?: Set collection times during the final 1–2 weeks, with a clear cutoff before the festival. Sort and check donations on arrival, and keep perishable food cold until it is prepared or served.
How many volunteers do I need for a leftovers festival?: Plan separate coverage for setup, registration, food safety, cooking workshops, serving and cleanup. For a small event, start with at least 2–3 people per active area and publish the rota 7 days before the event.

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.