Neighbour Day checklist: what to arrange and when

A Neighbour Day works best when the practical details are settled before invitations go out. Start with the date, street location, permits and venue, then organise registrations, volunteers and equipment. In the final week, confirm deliveries, check the forecast and prepare an indoor alternative. Food needs its own timetable too: keep fresh produce cold, prepare snacks and dips, and make sure serving and coffee equipment is ready before guests arrive.

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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

Set the date and program
2 people
Check the street location
2 people
Check permits
Make a reservation for the neighborhood venue
Reserve party tents
Reserve tables and chairs
Put together the activity program
2 people
Invite local residents
3 people
Distribute flyers
3 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Schedule volunteer shifts
2 people
Send the program to participants
Confirm delivery times
Check the weather forecast
Prepare indoor space
3 people
Check activity materials
2 people
Prepare name badges
2 people
Print program posters
Do the shopping
3 people
Keep fresh produce cool
2 people
Prepare snacks
4 people
Cut vegetables
3 people
Make sauces and dips
2 people
Set up gift table
2 people
Fill coolers
2 people
Sort materials by activity
3 people
Clear the site
4 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up buffet tables
3 people
Lay out crockery and cutlery
2 people
Chill drinks
2 people
Set up coffee station
2 people
Arrange snacks on platters
3 people
Set up activity tables
4 people
Hang decorations
3 people
Hang lighting
3 people
Connect the music
2 people
Set up the registration table
2 people
Hang up the program clearly
Check toilets
2 people
Check safe walking routes
2 people

Event

Welcome guests
3 people
Check off registrations
2 people
Hand out name badges
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Supervise children's activities
4 people
Supervise games
3 people
Host the creative table
2 people
Lead the neighborhood walk
2 people
Lead the introduction round
Refill drinks
2 people
Restock the buffet
3 people
Serve hot dishes
4 people
Keep diet meals separate
Clear away dishes
3 people
Empty trash bins
2 people
Check toilets periodically
Provide music
Check the lighting
See off guests
2 people

Aftercare

Store food and drinks safely
3 people
Turn off the sound equipment
Remove decorations
3 people
Clear tables and chairs
4 people
Wash dishes
4 people
Clean the kitchen
3 people
Collect waste
3 people
Sweep the site
3 people
Take down party tents
4 people
Return materials
2 people
Return borrowed items
2 people
Distribute leftover food
2 people
Leave venue clean
3 people

What to bring

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

Furniture

Party tentqty 2
Folding tableqty 8
Folding chairqty 70
Buffet tableqty 3
Bar stoolqty 6
Tableclothqty 10
Clothing rack

Tableware

Dinner plateqty 75
Dessert plateqty 75
Drinking glassqty 100
Coffee cupqty 50
Coffee spoonqty 50
Forkqty 80
Knifeqty 80
Spoonqty 50
Serving platterqty 12
Serving tongsqty 8
Soup ladleqty 3

Kitchen

Thermosqty 6
Coffee makerqty 2
Kettleqty 2
Cutting boardqty 4
Chef's knifeqty 4
Mixing bowlqty 5
Cool boxqty 4
Cooling packqty 12
Aluminum foilqty 3
Food storage containerqty 12
Oven mittsqty 2
Kitchen tongsqty 4

Equipment

Portable speakerqty 2
Extension cordqty 4
Power stripqty 3
Microphone
Power bankqty 2

Lighting

String lightsqty 4
LED lampqty 8
Flashlightqty 4

Decorations

Buntingqty 6
Balloonsqty 100
Balloon pumpqty 2
Flower arrangementqty 6
Name badgeqty 80
Clothes hookqty 20
Program posterqty 6

Sports equipment

Soccerqty 2
Kubb set
Ring toss set
Jump ropeqty 4
Outdoor play matqty 2
Sidewalk chalkqty 6
Board gameqty 8
Colored pencilsqty 12
Coloring bookqty 10
Markerqty 24
Craft paperqty 100

Cleaning

Waste binqty 6
Bucketqty 3
Cleaning gloveqty 6
Broomqty 3
Dustpan and brushqty 3
Mopqty 3
Litter pickerqty 2

Catering

Groceries

Tips

Set the date and check the street location before inviting residents. Permit requirements and venue availability can affect the programme, tents, tables and chairs.
Open registration early and collect dietary requirements at the same time. Use the final registration list to plan portions, name badges, volunteer shifts and the programme you send to participants.
Confirm delivery times for tents, tables, chairs and other rented equipment several days before Neighbour Day. Count the setup time you need rather than assuming everything will arrive ready to use.
Check the weather forecast during the final week and prepare the indoor space before the event day. This avoids moving food, activity materials and furniture at the last minute if rain is expected.
Plan food preparation in stages: shop close to the event, chill fresh produce with cool boxes and cooling packs, and prepare sauces, dips and cut vegetables no earlier than needed for freshness. Keep serving platters, tongs, plates and drinks equipment together.

Frequently asked questions

How far in advance should I plan a Neighbour Day?: Start planning at least 6 to 8 weeks ahead. That gives you time to check permits, reserve the venue and equipment, invite residents, open registrations and schedule volunteer shifts.
When should I send Neighbour Day invitations?: Send the first invitation about 4 to 6 weeks before the event, with a clear registration deadline. Send the final programme and practical details to registered participants 3 to 5 days beforehand.
How many volunteers do I need for Neighbour Day?: For a small neighbourhood event, schedule at least 1 volunteer for setup, 1 for food and drinks, 1 for activities and 1 for cleanup during each relevant shift. Add more people when the programme has several activities running at once.
When should I prepare food for Neighbour Day?: Shop for fresh produce 1 to 2 days before the event and keep it chilled. Cut vegetables and assemble snacks on the day itself, while sauces and dips can usually be made the day before if stored in sealed containers.

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.