Lohri celebration checklist: what to arrange and when

A Lohri celebration needs more than invitations and food. You need to confirm the venue, guest count and dietary requirements before calculating catering, while the fire pit, firewood and weather plan need separate attention. This checklist takes you from early planning to event-day setup, including seating, sound, buffet preparation and the indoor backup program. Use the task and equipment lists below to track each detail without leaving last-minute jobs for the day itself.

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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
Send invitations
2 people
Register sign-ups
Collect dietary requirements
Determine the final number of guests
2 people
Calculate catering quantities
2 people
Reserve tables and chairs
Reserve audio equipment
Arrange a fire pit and firewood
2 people
Check the weather forecast
Prepare an indoor backup program
2 people
Check the shopping list
2 people
Do non-perishable shopping
2 people
Buy fresh groceries
2 people
Chill drinks
2 people
Wash and cut vegetables
3 people
Prepare chutneys and sauces
2 people
Portion desserts and snacks
2 people
Collect music and speeches
Print the Lohri program
Prepare name badges
Check venue and toilets
2 people
Collect tables and chairs
2 people
Collect sound equipment
2 people
Set up party tents
4 people
Set up tables
3 people
Set up chairs
3 people
Set up buffet tables
3 people
Set up cooking equipment
3 people
Connect power and lighting
2 people
Connect sound equipment
2 people
Test music and microphone
2 people
Mark off the Lohri fire area
3 people
Check fire safety
2 people
Hang decorations
3 people
Lay out crockery and cutlery
2 people
Set out drinks and glasses
2 people
Place name cards and program

Event

Welcome guests
3 people
Check off registrations
2 people
Serve welcome drinks
3 people
Explain Lohri
Supervise children's activities
3 people
Coordinate music and dancing
2 people
Serve snacks
4 people
Refill drinks
2 people
Keep the buffet at temperature
3 people
Open the buffet
3 people
Serve the main course
5 people
Serve diet meals separately
2 people
Restock plates and cutlery
2 people
Light the Lohri fire
2 people
Maintain a safe distance
2 people
Offer seeds to the fire
2 people
Accompany Lohri songs
2 people
Lead the dance and group photo
2 people
Serve dessert and tea
3 people
Arrange farewell and thank-you
2 people
Fully extinguish the fire
2 people

Aftercare

Cool leftovers safely
3 people
Collect waste
4 people
Pre-sort tableware
3 people
Take down tables and chairs
4 people
Remove decorations
3 people
Sweep the venue clean
4 people
Clean the kitchen and buffet
4 people
Wash dishes and cutlery
3 people
Empty and clean coolers
2 people
Return rented equipment
2 people
Return sound equipment
2 people
Distribute or donate leftovers
2 people
Take waste to the collection point
2 people
Return venue keys

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 70
Buffet tablesqty 4
Tablecloth setsqty 8
Clothes racksqty 2

Tableware

Reusable platesqty 80
Dessert platesqty 80
Soup bowlsqty 70
Drinking glassesqty 100
Tea glassesqty 70
Coffee cupsqty 50
Dinner forksqty 80
Dinner knivesqty 80
Tablespoonsqty 80
Teaspoonsqty 60
Serving spoonsqty 12
Serving plattersqty 14
Serving tongsqty 8
Water jugsqty 8

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Mixing bowlsqty 6
Measuring cupsqty 3
Colandersqty 3
Kitchen tongsqty 6
Aluminum traysqty 12
Food warmersqty 6
Induction hobsqty 3
Large cooking potsqty 4
Roasting pansqty 3
Thermos flasksqty 6

Equipment

Coolersqty 4
Extension cordsqty 5
Power stripsqty 4
Bluetooth speakersqty 2
Wireless microphonesqty 2
Microphone stand
Fire pit
Bundles of firewoodqty 8
Metal fire poker
Buckets for extinguishing waterqty 4
Fire extinguisherqty 2
Fire blanketqty 2

Lighting

String lightsqty 6
LED lanternsqty 8
Battery setsqty 12

Decorations

Lohri bannersqty 3
Yellow and orange fabricsqty 12
Flower garlandsqty 10
Paper lanternsqty 12
Table decorationsqty 8
Name badgesqty 75
Program flyersqty 75

Cleaning

Waste binsqty 6
Trash bag holdersqty 6
Dustpans and brushesqty 3
Mopsqty 3
Cleaning bucketsqty 3
Dish brushesqty 4
Reusable cleaning clothsqty 20
Hand soap dispensersqty 4
Paper towel dispensersqty 3

Catering

Groceries

Tips

Confirm the final guest number before buying fresh groceries or calculating catering quantities. Set a clear RSVP deadline and allow at least 3 days afterward to adjust portions, seating and tableware.
Treat the fire as a separate workstream. Arrange the fire pit and firewood early, check the venue rules, and assign one person to monitor the fire rather than leaving it to whoever is nearby.
Check the weather forecast 48 hours before the celebration, not only on the morning. If rain or strong wind is possible, switch to the indoor backup program and confirm that the party tents and indoor seating are ready.
Prepare the buffet in two stages: buy non-perishables first, then fresh groceries close to the event. Wash and cut vegetables, prepare chutneys and sauces, and portion snacks and desserts so serving does not compete with guest arrivals.
Reserve tables, chairs and audio equipment early, then check them when collected. On setup day, allow at least 2 hours for tents, buffet tables, tablecloths, place settings, sound, name badges and the printed Lohri program.

Frequently asked questions

How far in advance should I plan a Lohri celebration?: Confirm the date and location at least 4–6 weeks ahead, especially if you need tables, chairs, tents or sound equipment. Send invitations after the venue is confirmed and set the RSVP deadline at least 7 days before the event.
How much food should I prepare for a Lohri celebration?: Calculate quantities from the final guest count, dietary requirements and whether the event includes a full meal or snacks and desserts. Finalise the number of guests 5–7 days before Lohri, then buy fresh groceries 1–2 days before serving.
When should I check the weather for an outdoor Lohri celebration?: Check the forecast 48 hours before the event and again on the morning itself. Make the indoor decision no later than the previous evening so the backup program, seating and food service can be arranged in time.
How early should I set up a Lohri celebration venue?: Allow at least 2 hours for tables, chairs, party tents, buffet stations, tableware, sound equipment and signage. Add extra time if the fire pit or cooking equipment must be assembled and checked on site.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.