Neighbourhood festival checklist: what to arrange and when

A neighbourhood festival needs more than a date, a few activities and tables. You also need to check permits, confirm suppliers, organise volunteers and make the site work safely for visitors, performers and deliveries. This checklist follows the order in which the work usually needs to happen, from setting the programme to securing the grounds. Use it to spot details that are often left until the last week, such as power, keys, chilled storage and volunteer cover.

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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 venue and grounds
2 people
Check permits and notifications
Record suppliers and reservations
2 people
Recruit volunteers
2 people
Design invitations
2 people
Distribute invitations
3 people
Publish the online event
Process registrations
2 people
Collect dietary requirements
2 people
Confirm performances and activities
2 people
Create a site map
2 people
Check power outlets
2 people
Print the program and signage
2 people
Create volunteer schedule
2 people
Confirm receipt of deliveries
Check stock and materials
2 people
Finalize the shopping list
2 people
Do the shopping
3 people
Store non-perishable stock
2 people
Store chilled products in the fridge
2 people
Pick up venue keys
Mow and inspect the grounds
2 people
Bring materials to the venue
4 people
Cordon off the area
3 people
Build party tents
4 people
Set up tables and chairs
4 people
Clear the stage area
2 people
Connect sound equipment
2 people
Test microphones
2 people
Hang lighting
3 people
Hang decorations
3 people
Set up signage
2 people
Set up information table
2 people
Set Dining Tables
3 people
Set up the buffet
3 people
Prepare snacks
4 people
Chill drinks
2 people
Set up the coffee and tea station
2 people
Lay out game materials
3 people
Place waste stations
2 people
Check toilets
2 people

Event

Welcome volunteers
2 people
Brief volunteers
2 people
Staff the information desk
2 people
Welcome visitors
3 people
Announce the program
Supervise children's activities
4 people
Restock game supplies
2 people
Guide the performances
2 people
Serve the buffet
4 people
Hand out drinks
3 people
Refill drinks
2 people
Serve coffee and tea
2 people
Refill snacks
2 people
Clear tables during the event
3 people
Empty trash bins
2 people
Clean the toilets in between
2 people
Check the lighting
Wrap up the final program item
2 people
Guide visitors to the exit
2 people

Aftercare

Turn off the sound equipment
2 people
Package food safely
3 people
Store drinks and supplies
2 people
Clear tables and chairs
4 people
Collect tableware
3 people
Sort and remove waste
3 people
Sweep the site
3 people
Thoroughly clean the toilets
2 people
Take down party tents
4 people
Remove decorations
3 people
Pack equipment
2 people
Return materials
4 people
Return borrowed items
2 people
Take away waste and packaging
2 people
Register lost and found items
Hand over the venue
2 people

What to bring

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

Furniture

Party tentqty 3
Folding tableqty 12
Folding chairqty 100
Beer table setqty 8
Buffet tableqty 4
Information desk
Coat rackqty 2
Drapeqty 8

Tableware

Reusable plateqty 120
Reusable bowlqty 80
Reusable glassqty 180
Coffee cupqty 80
Forkqty 120
Knifeqty 120
Spoonqty 120
Serving spoonqty 12
Serving tongsqty 8
Serving trayqty 8

Decorations

Buntingqty 12
Balloon archqty 2
Table décorqty 12
Flower potqty 12
Welcome sign
Program boardqty 2
Name badgesqty 30

Equipment

Active speakerqty 2
Mixer
Wireless microphoneqty 2
Microphone standqty 2
Extension cordqty 6
Power stripqty 6
Cool boxqty 4
Speaker cableqty 4
Hand truckqty 2

Kitchen

Coffee makerqty 2
Kettleqty 2
Thermosqty 6
Cutting boardqty 6
Chef's knifeqty 4
Mixing bowlqty 6
Serving platterqty 12
Cooler bagqty 4
Bottle openerqty 4
Corkscrewqty 2

Cleaning

Waste binqty 10
Litter pickerqty 2
Broomqty 4
Dustpan and brushqty 4
Mopqty 4
Bucketqty 4
Cleaning gloveqty 8

Lighting

LED string lightsqty 8
Construction lampqty 4
Lanternqty 8

Sports equipment

Soccerqty 3
Volleyballqty 2
Frisbeeqty 4
Jump ropeqty 6
Marker coneqty 20
Ring toss setqty 2
Game matqty 4

Catering

Groceries

Tips

Set the date and programme before publishing invitations. Confirm performances and activities early, then allow time to process registrations and collect dietary requirements.
Check permits, site access and power before ordering equipment. A site plan should show the party tents, tables, information desk, speakers, microphone position and cable routes.
Create volunteer shifts with named cover for setup, information, food service, deliveries and cleanup. Do this before the final week so gaps are visible while people can still be recruited.
Confirm every delivery and reservation several days before the festival. Arrange who will collect the site keys, receive equipment and move materials to the grounds.
Finish food shopping close enough to the event to protect chilled items, but store durable supplies earlier. Keep reusable plates, bowls, glasses and cutlery together so they are easy to count and distribute.

Frequently asked questions

How far in advance should I organise a neighbourhood festival?: Start planning at least 8 to 12 weeks ahead. Use the first weeks for the date, programme, location, permits and supplier bookings; recruit volunteers and publish invitations once those basics are confirmed.
When should I check permits for a neighbourhood festival?: Check permit and notification requirements before announcing the event, ideally 8 weeks in advance. Processing times vary, so do not wait until the final two weeks to contact the relevant authority.
How many volunteers do I need for a neighbourhood festival?: Make a rota with at least 2 people for setup, 2 for information and guest questions, 2 for food service and 2 for cleanup, then add separate cover for activities and performances. Keep shifts to about 2 to 3 hours so people can take breaks.
When should I make the site plan and arrange equipment?: Draw the site plan 3 to 4 weeks before the festival, after the programme and main activities are confirmed. Check tables, chairs, tents, sound equipment, extension cables and signage against the plan, then confirm deliveries several days before setup.

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.