Liberation Day celebration checklist

A Liberation Day celebration needs more than flags, music and orange decorations. This checklist puts the work in a practical order, from confirming the date and permits to preparing food, drinks and the rain plan. It also covers the details that are easy to leave too late: power, toilets, first aid, waste collection, dietary requirements and volunteer roles. Use it to coordinate the day without having to rebuild the plan from scratch.

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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

Confirm date and location
2 people
Check permits
Check insurance
Compile program
2 people
Finalize the music program
2 people
Design invitations
Send invitations
2 people
Process registrations
Collect dietary requirements
Make reservations
Confirm suppliers
Assign volunteers
2 people
Arrange first aid contact
Coordinate waste collection
Check toilets
2 people
Check power outlets
2 people
Check the weather forecast
Set an alternative rain plan
2 people
Publish visitor information
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
3 people
Set up non-perishable supplies
2 people
Prepare snacks
4 people
Prepare sandwiches and toppings
3 people
Set up the coffee and tea station
2 people
Set up the bar
3 people
Clear the stage area
3 people
Set up tables
4 people
Set up chairs
4 people
Build party tents
6 people
Hang decorations
4 people
Put up flags and pennants
3 people
Hang string lights
3 people
Connect sound equipment
2 people
Test microphone
2 people
Test the music playlist
Tape down power cables securely
2 people
Mark entrances and walkways
2 people
Place waste stations
2 people
Restock toilets
2 people
Set up information table
2 people
Place first aid kit
Check fire extinguishers
Brief volunteers
3 people

Event

Staff the registration table
2 people
Welcome visitors
2 people
Announce the program
Serve coffee and tea
3 people
Serve snacks
4 people
Hand out drinks
3 people
Refill drinks
2 people
Restock the coolers
2 people
Provide music
Supervise children's activities
3 people
Lead the memorial moment
2 people
Keep the dance floor clear
2 people
Empty waste stations
2 people
Check the Toilets in Between
2 people
Collect lost property
See off the last visitors
2 people

Aftercare

Turn off the sound equipment
2 people
Store food and drinks safely
3 people
Take down tables and chairs
4 people
Take down party tents
6 people
Remove decorations
3 people
Wash dishes
3 people
Sort and remove waste
3 people
Clean the venue
4 people
Return borrowed items
2 people
Store leftover stock
2 people
Register lost and found items

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 150
Bar panelsqty 4
Bar stoolsqty 8
Bollardsqty 12
Coat racksqty 2

Tableware

Reusable drinking glassesqty 200
Coffee cupsqty 80
Platesqty 200
Cutlery setsqty 200
Serving spoonsqty 12
Serving plattersqty 20
Pouring jugsqty 12
Thermos flasksqty 8
Drink cratesqty 12

Decorations

Dutch flagsqty 12
Orange pennantsqty 10
Red, white and blue garlandsqty 10
Orange balloonsqty 150
Balloon ribbonqty 4
Tableclothsqty 14
Menu boardsqty 4
Program postersqty 12
Name badgesqty 200
Adhesive hooksqty 2

Equipment

Active speakersqty 2
Microphonesqty 2
Mixer
Music player
Extension cordsqty 8
Power stripsqty 8
Cable traysqty 12
Power banksqty 4
Coolersqty 6
Ice containersqty 4
Coffee machinesqty 3
Kettlesqty 3

Lighting

String lightsqty 8
LED work lightsqty 4
Battery lanternsqty 6
Spare batteriesqty 24

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Serving tongsqty 12
Measuring cupsqty 4
Aluminum foilqty 4
Cling filmqty 4
Storage binsqty 24

Cleaning

Waste binsqty 10
Mopsqty 4
Bucketsqty 4
Hand broomsqty 3
Dustpan and brushqty 3
Microfiber clothsqty 20
Toilet brushesqty 3

Catering

Groceries

Tips

Start with the date, location, permits and insurance before booking suppliers or sending invitations. Allow at least six to eight weeks for permit checks if the celebration is open to the public.
Set a firm RSVP deadline, then collect dietary requirements and volunteer availability at the same time. Close registrations at least 7 days before the event so you can confirm food quantities, seating and name badges.
Build the music and program around the available power supply. Check outlets and cable routes before setting up the mixer, microphones and active speakers, and keep the final program ready for the person running the event.
Plan drinks for the first hour rather than only for the full day: allow two to three drinks per person, then chill crates and prepare reusable glasses, jugs and thermos flasks before guests arrive. Food such as snacks, sandwiches and toppings should be prepared in separate batches so it can be replenished safely.
Publish the visitor information and rain plan no later than 48 hours before the celebration. Include the timetable, location, toilet arrangements, transport or access details, what happens in bad weather and how visitors can identify the information point.

Frequently asked questions

How far in advance should I plan a Liberation Day celebration?: Start at least 6 to 8 weeks ahead if you need permits, suppliers, volunteers and a public program. Confirm the final schedule, food numbers and visitor information during the last 7 days.
How many drinks should I provide for Liberation Day?: For the first hour, plan on 2 to 3 drinks per person, then adjust for the event length and weather. Chill the first supply in advance and keep additional drink crates ready for restocking.
When should I send Liberation Day invitations?: Send invitations once the date, location and main program are confirmed, preferably 4 to 6 weeks before the event. Set the RSVP deadline at least 7 days before the celebration to process registrations and dietary requirements.
What should I do if it rains on Liberation Day?: Decide on the alternative rain plan before invitations go out and communicate the final decision at least 48 hours before the event. Check whether tents, power, toilets, seating and the music setup still work safely in the alternative arrangement.

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.