Midwinter Festival organising checklist

A Midwinter Festival needs more than a programme and winter decorations. You also need a practical plan for registrations, dietary requirements, warm food, hot drinks, lighting and shelter. Start with the venue, date and programme, then confirm suppliers and guest numbers before buying food or hiring equipment. In the final week, check the forecast and shopping list; on the day itself, allow enough time for tables, tents, power, music and the buffet.

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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

Reserve venue
Set the date and program
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm suppliers
Create a music playlist
Check the weather forecast
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Print program
Make name badges
2 people
Set up tables
4 people
Set up chairs
3 people
Build party tents
5 people
Hang lighting
3 people
Hang decorations
3 people
Connect the music
2 people
Set up the buffet
4 people
Set up coffee station
2 people
Lay out crockery and cutlery
2 people
Set up the reception table
2 people
Display snacks
3 people
Test the equipment
2 people

Event

Staff the welcome desk
2 people
Welcome guests
3 people
Serve coffee and tea
2 people
Serve snacks
3 people
Supervise activities
3 people
Refill drinks
2 people
Restock the buffet
3 people
Serve the hot meal
5 people
Empty waste bins periodically
2 people
Provide music
Say goodbye to guests
2 people

Aftercare

Clear away food and drinks
4 people
Wash dishes
3 people
Clear tables and chairs
4 people
Take down party tents
5 people
Remove decorations
3 people
Disconnect lighting
2 people
Clean the venue
4 people
Take out the trash
2 people
Inventory materials
2 people
Return borrowed items
2 people
Store leftovers safely
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 60
Buffet tablesqty 3
Coat racksqty 2

Tableware

Reusable platesqty 70
Reusable bowlsqty 70
Reusable glassesqty 100
Coffee cupsqty 70
Cutlery setsqty 70

Kitchen

Thermos flasksqty 6
Serving spoonsqty 8
Serving traysqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Food warmersqty 4

Equipment

Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Bluetooth speakersqty 2
Extension cordsqty 4
Power stripsqty 4

Decorations

String lightsqty 8
Winter table decorationqty 10
Paper snowflakesqty 40
Welcome sign
Name badgesqty 60

Lighting

LED lanternsqty 12

Cleaning

Waste binsqty 6
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the date and programme before sending invitations. Close registrations at least 7 days before the festival so you can confirm dietary requirements, seating and food quantities.
Check the weather forecast 3 days before the event and again on the morning itself. Winter conditions can affect party tents, outdoor tables, lighting and the time needed for setup.
Plan the food and drinks around the guest count. Chill drinks several hours ahead, prepare snacks before guests arrive, and keep hot food and coffee separate from the reception table.
Allow at least 3 hours for the final setup. Building party tents, arranging tables and chairs, hanging string lights, connecting speakers and laying out tableware take longer when several people share the work.
Test every powered item before guests arrive. Check Bluetooth speakers, kettles, coffee machines, extension cords and power strips together, and keep cables away from walkways and wet areas.

Frequently asked questions

How far in advance should I plan a Midwinter Festival?: Reserve the venue and set the date at least 8 to 12 weeks ahead. Send invitations once the programme is fixed, then close registrations about 7 days before the event.
When should I check dietary requirements for a Midwinter Festival?: Ask for dietary requirements with the invitation or registration form. Review the final list 5 to 7 days before the festival, before confirming suppliers and completing the shopping list.
How long does it take to set up a Midwinter Festival?: Allow at least 3 hours for the final setup, and longer if party tents, lighting or several serving areas are involved. Finish the buffet, coffee station and reception table before the first guests arrive.
When should I check the weather for a winter festival?: Check the forecast 3 days before the event to adjust shelter, clothing and outdoor arrangements. Check again on the morning of the festival before building tents or setting up outdoor tables.

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.