Orange Ball planning checklist

An Orange Ball needs more than orange decorations and a playlist. Start by fixing the venue, date and timings, then work through invitations, registrations, food, music and the final setup. This checklist covers the details that are easy to leave until the last minute, from dietary requirements and name badges to chilled drinks, delivery coordination and directional signs. Use the full plan to keep 86 tasks and 66 items moving in the right order.

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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 venue
Record date and times
Make reservations
Design invitation
Send invitations
2 people
Register sign-ups
Collect dietary requirements
Compile the music program
Choose children's activities
2 people
Print the run sheet
Confirm registrations
Assign volunteers
Coordinate deliveries
Mark allergies
Make name badges
2 people
Make program order slips
Check music files
Sort decorations
2 people
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Cut vegetables
2 people
Portion the sauces
2 people
Set out tableware
2 people
Check the venue
2 people
Pick up keys
Unload materials
4 people
Set up tables
4 people
Set up chairs
4 people
Set up the buffet
3 people
Set up the bar
3 people
Connect sound equipment
2 people
Test the music
2 people
Hang lighting
3 people
Hang decorations
4 people
Set up orange photo backdrop
2 people
Signpost the entrance
2 people
Set up kids' corner
3 people
Set up the cloakroom
2 people
Check toilets
2 people
Place waste stations
2 people
Display snacks
3 people
Set out drinks
3 people
Set up the registration table
2 people
Brief volunteers
2 people

Event

Open the doors
2 people
Welcome guests
3 people
Check off registrations
2 people
Hand out name badges
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Supervise children's activities
3 people
Start the music
Support the dance floor
2 people
Restock the buffet
3 people
Refill drinks
3 people
Restock the coolers
2 people
Collect used dishes
2 people
Empty trash bins
2 people
Restock toilets
Coordinate the photo wall
Host the Orange quiz
2 people
Hand out prizes
Open the dinner buffet
2 people
Serve diet meals
2 people
Providing announcements
Play the final music round
See off guests
3 people

Aftercare

Turn off the music
Clear away food and drinks
3 people
Collect tableware
3 people
Sort waste
3 people
Dismantle the bar
3 people
Take down the buffet
3 people
Remove decorations
4 people
Clear tables and chairs
4 people
Disconnect sound equipment
2 people
Dismantle lighting
2 people
Wash dishes
3 people
Clean the kitchen
3 people
Clean the room
4 people
Clean the restrooms
2 people
Inventory materials
2 people
Return borrowed items
2 people
Hand over the venue
2 people

What to bring

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

Furniture

Party tentsqty 2
High tablesqty 6
Buffet tablesqty 4
Dining tablesqty 10
Chairsqty 100
Bar stoolsqty 12
Coat racksqty 2
Clothes hangersqty 100
Bollardsqty 6
Dance floor panelsqty 24

Tableware

Dinner platesqty 120
Pastry platesqty 120
Soup bowlsqty 100
Water glassesqty 140
Wine glassesqty 100
Coffee cupsqty 100
Coffee spoonsqty 100
Table knivesqty 120
Table forksqty 120
Serving spoonsqty 20

Decorations

Orange flagsqty 12
Orange balloonsqty 200
Balloon pumpqty 2
Buntingqty 12
Tableclothsqty 14
Napkin holdersqty 12
Photo backdrop
Photo propsqty 20
Name badgesqty 120
Directional signsqty 8
Prize ribbonsqty 20

Equipment

Speakersqty 2
Mixer
Microphoneqty 2
Microphone standsqty 2
Audio cablesqty 6
Power stripsqty 8
Extension cordsqty 8
Coolersqty 4
Food warmersqty 4
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 2

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 6
Serving plattersqty 20
Serving tongsqty 12
Measuring cupsqty 4
Aluminum foilqty 4
Cling filmqty 4

Cleaning

Waste binsqty 8
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Cleaning clothsqty 20
Hand soap dispensersqty 4

Lighting

String lightsqty 6
LED lampsqty 12
Tealight holdersqty 20
Flashlightsqty 4

Sports equipment

Orange quiz cardsqty 120
Children’s coloring pagesqty 100
Colored pencilsqty 12
Gamesqty 6

Catering

Groceries

Tips

Set the venue, date and start and finish times before designing the invitation. Guests need these details to register, while suppliers and volunteers need them to plan their availability.
Close registrations early enough to use the final numbers for food, seating and name badges. Mark allergies separately from general dietary preferences so they are visible during food preparation.
Check the music files and compile the running order before the event day. Print the run sheet and program order slips so volunteers are not relying on phones or memory.
Plan the site layout before deliveries arrive: allow space for party tents, buffet and dining tables, high tables, chairs, coat racks and the dance floor panels. Put directional signs where guests make their first turns.
Chill drinks and prepare snacks before guests arrive, including cut vegetables and portioned sauces. Set out plates, bowls, glasses, cutlery and serving spoons only after the tables and tablecloths are in place.

Frequently asked questions

How far in advance should I send Orange Ball invitations?: Send invitations as soon as the venue, date and times are confirmed, ideally at least 6 weeks before the event. Set a registration deadline 7 to 10 days before the ball so you can confirm numbers, dietary requirements and name badges.
When should I confirm the final Orange Ball guest numbers?: Confirm registrations 5 to 7 days before the event. Use that number to check food quantities, seating, tableware, volunteer assignments and the number of name badges to prepare.
When should drinks be chilled for an Orange Ball?: Chill drinks at least 12 hours before serving when possible, especially if there is limited refrigerator space. Check the stock again on the event day before setting up the bar or drinks tables.
When should I print the Orange Ball run sheet?: Print the run sheet 1 to 2 days before the event, after the music programme, volunteer assignments and delivery timings are confirmed. Keep printed copies with the event team so changes do not depend on a single phone.

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.