Mid-Autumn Festival planning checklist

A Mid-Autumn Festival combines food, lanterns, tea, and hands-on activities, so the order of preparation matters. Start by fixing the date, program, venue, and registration process before buying supplies. In the final week, confirm dietary requirements and attendance, check the weather, and make sure chilled food and drinks have storage space. On the day, set up activity areas, lighting, buffet service, and seating before guests arrive.

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

Set the date and program
2 people
Arrange the venue and space
2 people
Check permits and regulations
Make reservations
Draft invitations
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Assign volunteers
2 people
Check the weather forecast
Finalize attendee count
2 people
Check the shopping list
2 people
Do the shopping
3 people
Collect materials
3 people
Check lanterns and decorations
2 people
Store food chilled
2 people
Set up tables and chairs
4 people
Build party tents
4 people
Mark stage-free activity zones
2 people
Hang lighting
3 people
Hang up decorations
3 people
Set up the lantern workstations
3 people
Set up children’s activities
2 people
Set up buffet tables
3 people
Chill drinks
2 people
Set up coffee and tea station
2 people
Prepare snacks
4 people
Prepare hot dishes
4 people
Place allergen labels
2 people
Set up information table
2 people
Set up the registration table
2 people
Carry out safety checks
2 people
Brief volunteers
2 people

Event

Welcome visitors
4 people
Check off registrations
2 people
Explain the program
Guide lantern-making workshop
4 people
Supervise children's activities
3 people
Serve tea and coffee
2 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Clear tables during the event
2 people
Serve the hot meal
4 people
Serve special meals separately
2 people
Restock plates and cutlery
2 people
Check parade lanterns
2 people
Lead the lantern parade
6 people
Monitor the lighting during the parade
2 people
Open the dessert buffet
2 people
Play music
Refill coffee and tea
2 people
Serve the last round of drinks
2 people
Guide visitors out
3 people

Aftercare

Pack leftover food
3 people
Clear away the buffet and kitchen
4 people
Wash dishes
3 people
Sort and remove waste
3 people
Remove decorations and lighting
3 people
Take down tables and chairs
4 people
Take down party tents
4 people
Sweep and clean the venue
4 people
Clean the restrooms
2 people
Inventory materials
2 people
Store materials dry
3 people
Return borrowed items
2 people
Store leftover non-perishable food
2 people
Collect lost and found items
Send thank-you message

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Chairsqty 80
Buffet tablesqty 4
Bar stoolsqty 8
Clothes hangersqty 2
Coat racksqty 2

Tableware

Reusable platesqty 100
Reusable bowlsqty 100
Reusable glassesqty 120
Coffee cupsqty 80
Tea glassesqty 80
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 16
Serving spoonsqty 12
Serving plattersqty 16
Serving trays with lidsqty 8
Thermos flasksqty 8
Water jugsqty 8
Small bowlsqty 20

Equipment

Coffee machinesqty 2
Kettlesqty 3
Food warmersqty 6
Coolersqty 6
Extension cordsqty 6
Power stripsqty 6
Portable speakersqty 2
Microphone
Speaker standsqty 2

Kitchen

Cutting boardsqty 8
Chef's knivesqty 6
Mixing bowlsqty 8
Measuring cupsqty 4
Kitchen tongsqty 8
Oven mittsqty 6
Aluminum foilqty 4
Food storage containersqty 20
Ice packsqty 24

Decorations

Paper lanternsqty 80
Autumn leaf decorationsqty 12
Artificial pumpkinsqty 20
Jute table runnersqty 10
Autumn-colored pennantsqty 6
Tableclothsqty 10
Chalkboardsqty 8
Chalk markersqty 12

Lighting

LED light stringsqty 12
LED lanternsqty 30
Rechargeable lampsqty 8
Batteriesqty 48
Flashlightsqty 8
Cable matsqty 8

Sports equipment

Conesqty 20
Rings of ropeqty 6
Hoopsqty 8
Soft ballsqty 12
Game cardsqty 6

Catering

Hot platesqty 6
Drink dispensersqty 4
Ice cube traysqty 6
Coolers for drinksqty 4
Tea boxesqty 4
Coffee and tea traysqty 8
Bread basketsqty 8
Dessert bowlsqty 8
Groceries

Cleaning

Waste binsqty 8
Waste sorting binsqty 4
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8
Hand soap dispensersqty 6
Towel dispensersqty 4
Toilet brushesqty 4

Tips

Set the date and program before sending invitations, and allow at least 2–3 weeks for registrations and dietary details to come in. This gives you time to adjust food quantities and volunteer assignments.
Confirm the final attendee count 3–5 days before the festival. Use it to check reusable plates, bowls, glasses, tea glasses, serving platters, and seating rather than relying on estimates from the invitation list.
Plan the lantern workstations and children’s activities as separate zones from the buffet and any stage-free activity areas. Set them up before guests arrive, with tables, lighting, and extension cords already tested.
Check the weather forecast 48 hours beforehand if any activities are outdoors. If rain is possible, build the party tents early enough to protect decorations, food service, and the lantern-making area.
Chill drinks and store perishable food before setup begins, then place water jugs, thermos flasks, kettles, coffee machines, and food warmers where volunteers can serve without blocking the buffet queue.

Frequently asked questions

How far in advance should I plan a Mid-Autumn Festival?: Set the date, venue, and program at least 3–4 weeks ahead. Send invitations as soon as those details are fixed, then close registrations or confirm the expected attendance 3–5 days before the event.
When should I buy supplies for a Mid-Autumn Festival?: Check the shopping list about one week before the festival and do the main shopping 2–3 days beforehand. Buy or collect items with limited availability earlier, and keep chilled food and drinks refrigerated until setup.
How many volunteers do I need for a Mid-Autumn Festival?: For a small event, assign at least 1 volunteer to registration, 2 to food and drinks, and 2 to lanterns and children’s activities. Add one setup lead if you have more than 30 attendees or several activity zones.
When should I set up lantern activities and decorations?: Set up the lantern workstations, children’s activity area, lighting, and decorations on the same day, preferably 2–3 hours before guests arrive. Test extension cords, power strips, and portable speakers before the final decorations go up.

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.