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, location, permits and any neighborhood funding, then build the program and recruit volunteers. In the final weeks, confirm suppliers, registrations, dietary requirements and equipment such as tents, tables, toilets and power. This checklist also covers the easily missed jobs: informing nearby residents, checking the weather, collecting keys and preparing food 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

Confirm date and location
2 people
Check permits
Apply for neighborhood budget
Arrange power reservation
Arrange toilet reservation
Compile program
2 people
Register activities
2 people
Design invitations
Send invitations
2 people
Open registrations
Recruit volunteers
2 people
Assign activity supervisors
2 people
Process registrations
Collect dietary requirements
Confirm suppliers
Inform local residents
2 people
Create floor plan
Pick up keys
Check the weather forecast
Create the final visitor list
Provide dietary requirements
Do the shopping
3 people
Collect materials
3 people
Check groceries
2 people
Prepare snacks
4 people
Make route signs
2 people
Create a music playlist
Print crew instructions
Communicate the weather plan

Event

Unload tables and chairs
4 people
Build party tents
6 people
Set up tables
4 people
Set up chairs
4 people
Set up stalls
4 people
Connect power
2 people
Connect the sound system
2 people
Hang lighting
3 people
Hang decorations
3 people
Set up activities
5 people
Set up the catering table
3 people
Chill drinks
2 people
Display snacks
3 people
Lay out name badges
Staff the information desk
2 people
Welcome visitors
3 people
Check off registrations
2 people
Explain the program
Serve coffee and tea
2 people
Serve snacks
3 people
Supervise children's activities
4 people
Guide the neighborhood sports activity
3 people
Operate the music
Refill drinks
2 people
Empty trash bins
2 people
Light the barbecue
2 people
Prepare barbecue
3 people
Serve barbecue
4 people
Restock salads and bread
2 people
Collect tableware
2 people
Check restroom
Announce evening program
Adjust lighting and music
2 people
Serve the last round
2 people
Wave goodbye to visitors
3 people
Turn off the music

Aftercare

Clear away food and drinks
3 people
Safely extinguish barbecue
2 people
Take down tents
6 people
Clear tables and chairs
4 people
Collect activity materials
3 people
Wash dishes
3 people
Sort waste
3 people
Clean the grounds
4 people
Clean the restrooms
2 people
Clean equipment
2 people
Return materials
2 people
Return borrowed items
2 people
Return keys
Distribute leftover food
2 people
Send thank-you message

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 10
Foldable tablesqty 3
Chairsqty 90
Bar stoolsqty 6
Clothes racksqty 2

Tableware

Reusable platesqty 100
Reusable bowlsqty 80
Reusable cupsqty 150
Coffee cupsqty 80
Knivesqty 100
Forksqty 100
Spoonsqty 100
Serving spoonsqty 12
Scissorsqty 6

Kitchen

Barbecueqty 2
Barbecue tongsqty 6
Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 8
Serving plattersqty 12
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Long lightersqty 4

Equipment

Active speakersqty 2
Microphone
Microphone stand
Extension cordsqty 6
Power stripsqty 6
Rechargeable batteriesqty 12

Lighting

String lightsqty 6
LED lampsqty 8
Lanternsqty 8

Decorations

Buntingqty 8
Balloonsqty 150
Tableclothsqty 12
Flower arrangementsqty 8
Name badgesqty 100
Chalkboardsqty 6
Directional signsqty 8
Markersqty 24

Sports equipment

Footballsqty 4
Basketballsqty 2
Frisbeesqty 6
Skipping ropesqty 6
Conesqty 20
Hula hoopsqty 8
Gamesqty 10

Cleaning

Waste binsqty 8
Waste sorting binsqty 4
Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 8

Catering

Groceries

Tips

Set the date and location first, then check permits, power and toilet availability before opening registrations. These requirements can affect the layout and the number of activities you can offer.
Build the program before designing invitations. Include activity times, supervisors and a clear registration deadline so you know how many volunteers, tables and materials are needed.
Close registrations early enough to process the visitor list and dietary requirements. Aim to have the final list and meal information ready several days before Neighbour Day, not on the morning itself.
Create the floor plan before collecting equipment. Mark party tents, tables, chairs, the barbecue, serving area, speakers, microphone and extension cords so setup does not become guesswork.
Use the final week for confirmations and checks: contact suppliers, inform local residents, check the weather forecast, pick up the keys, inspect groceries and prepare snacks in a timed sequence.

Frequently asked questions

How far in advance should I plan a Neighbour Day?: Start at least 8 to 12 weeks ahead. This gives you time to check permits, apply for a neighborhood budget, arrange toilets and power, recruit volunteers and send invitations.
When should I send Neighbour Day invitations?: Send invitations around 4 to 6 weeks before the event, with registrations open for at least 2 weeks. Set a firm closing date so dietary requirements and activity numbers can be processed in time.
How many volunteers do I need for Neighbour Day?: Plan at least 1 supervisor per registered activity, plus 2 to 4 people for setup, food and welcome duties. Add a backup volunteer for every 4 to 5 activity supervisors where possible.
What should I check the day before Neighbour Day?: Check the weather, final visitor list, dietary requirements, groceries, materials, keys and supplier confirmations. Also test the active speakers, microphone, coffee machines and power connections before guests arrive.

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.