Neighbour Day checklist: what to arrange and when

A Neighbour Day runs smoothly when the practical details are settled before invitations go out. Start with the date, location and any permits, then manage registrations, dietary requirements, volunteers and the programme. In the final week, confirm guest numbers, deliveries, weather and equipment. On the day, allow time for tents, tables, buffet areas, lighting, drinks and sound to be set up before neighbours 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

Confirm date and location
2 people
Check permits
Invite local residents
3 people
Process registrations
Collect dietary requirements
Create the program
2 people
Make reservations
Inventory the game materials
2 people
Recruit volunteers
2 people
Assign tasks
2 people
Distribute neighborhood letter
3 people
Check the weather forecast
Determine the final number of guests
Confirm deliveries
Check the shopping list
2 people
Do the shopping
3 people
Store drinks refrigerated
2 people
Set out non-perishable groceries
2 people
Check tableware and equipment
2 people
Inspect venue
2 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up buffet tables
3 people
Hang up decorations
3 people
Hang lighting
3 people
Connect sound equipment
2 people
Set out game materials
3 people
Set up the coffee corner
2 people
Fill coolers
2 people
Prepare snacks
4 people
Prepare salads
3 people
Prepare sandwiches
3 people
Prepare barbecue
3 people
Mark allergens
Place waste stations
2 people
Check the restroom area
Set up the reception desk
2 people
Brief volunteers
2 people

Event

Welcome visitors
3 people
Explain the program
Serve coffee and tea
2 people
Serve snacks
3 people
Supervise children's games
4 people
Host the neighborhood quiz
2 people
Provide music
Refill drinks
2 people
Restock the buffet
3 people
Light the barbecue
2 people
Prepare barbecue dishes
3 people
Serve barbecue
4 people
Serve vegetarian dishes
2 people
Keep tables clean and safe
2 people
Empty trash bins
2 people
Check toilets periodically
Support the evening program
2 people
Announce the final round
Wave goodbye to visitors
3 people

Aftercare

Clear away food and drinks
3 people
Safely extinguish barbecue
2 people
Collect tableware
3 people
Collect waste
3 people
Clean the venue
4 people
Wipe down tables and chairs
2 people
Take down party tents
4 people
Remove decorations
2 people
Pack away the sound equipment
2 people
Wash dishes
3 people
Empty and clean coolers
2 people
Clean game materials
2 people
Sort leftovers
2 people
Return borrowed items
2 people
Return rented items
2 people
Take waste to the collection point
2 people
Collect lost and found items

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 80
Buffet tablesqty 3
High tablesqty 4
Tableclothsqty 10

Tableware

Reusable platesqty 100
Reusable bowlsqty 80
Reusable cupsqty 120
Coffee cupsqty 60
Knivesqty 100
Forksqty 100
Spoonsqty 100
Serving spoonsqty 12

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 12
Serving tongsqty 8
Aluminum barbecue traysqty 6
Thermos flasksqty 6
Coolersqty 6
Ice containersqty 4

Equipment

Barbecuesqty 2
Coffee machinesqty 2
Kettlesqty 2
Speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4

Lighting

String lightsqty 4
LED lampsqty 8

Decorations

Buntingqty 8
Balloonsqty 100
Balloon pumpqty 2
Name badgesqty 100
Markersqty 12

Sports equipment

Footballsqty 3
Frisbeesqty 4
Skipping ropesqty 6
Conesqty 12
Board gamesqty 8

Cleaning

Waste binsqty 8
Broomqty 3
Eye-catchersqty 3
Mopsqty 2

Catering

Groceries

Tips

Check permits and the venue before inviting local residents. Do this at least four weeks ahead so you still have time to adjust the location or programme.
Set a registration deadline about one week before Neighbour Day. Use the final number of guests to plan food, seating, reusable tableware, drinks and dietary requirements.
Recruit volunteers before the last week and assign specific jobs, such as welcoming guests, serving food, monitoring the barbecue and clearing tables. A named person for each task prevents gaps during the event.
Check weather and deliveries two to three days beforehand. If party tents, tables, chairs or buffet tables are being delivered, confirm the delivery time and decide where they will be placed.
Finish setup at least 60 minutes before guests arrive. Test speakers, microphones, coffee machines, kettles, extension cords and string lights, and keep drinks refrigerated until serving time.

Frequently asked questions

How far in advance should I organise Neighbour Day?: Start planning at least four weeks before the event. Confirm the date, location and permits first, then invite residents and recruit volunteers.
When should I ask neighbours to register for Neighbour Day?: Set the registration deadline around one week before the event. That gives you time to collect dietary requirements and determine the final guest count.
How many volunteers do I need for Neighbour Day?: Plan for at least one volunteer for every 10 to 15 guests, with extra help for food service and setup. Assign each volunteer a clear job before the final week.
When should I set up the Neighbour Day venue?: Begin setup at least 60 minutes before guests arrive, or earlier if tents, tables, lighting and sound equipment need assembly. Test electrical equipment before the programme starts.

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.