Peace Picnic Checklist and Planning Guide

A peace picnic needs more than blankets and sandwiches. This checklist takes you from confirming the location and checking permits to counting guests, preparing labelled food and setting up the buffet. Work through the plan in order so parking, dietary requirements, speakers and weather arrangements are settled before the day. The final setup covers seating, shade, sound, drinks, waste and clear information for guests.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm location and date
Reserve a parking spot
Check the permit
Send invitations
2 people
Process registrations
Collect dietary requirements
Set the schedule and times
2 people
Coordinate speakers and music
2 people
Check the weather forecast
Count the final number of guests
Check the shopping list
2 people
Do the shopping
3 people
Collect materials
2 people
Prepare snacks
4 people
Prepare salads
3 people
Prepare sandwiches
4 people
Chill drinks
2 people
Write allergen labels
2 people
Inspect venue
2 people
Set up tables and chairs
4 people
Lay out picnic blankets
3 people
Build party tents
4 people
Hang up decorations
3 people
Test sound system
2 people
Set up the buffet and drinks
4 people
Set up information table
2 people
Brief volunteers
2 people

Event

Welcome guests
3 people
Serve coffee and tea
2 people
Restock the buffet
3 people
Lead peace program
2 people
Refill drinks
2 people
Manage game equipment
2 people
Empty trash bins
2 people
Turn on the lights
2 people
Serve the final round of food
2 people
See guests out
3 people

Aftercare

Clear away food and drinks
4 people
Dismantle furniture
4 people
Remove decorations
3 people
Collect waste
4 people
Leave the venue clean
4 people
Wash dishes
3 people
Check materials
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 60
Picnic blanketsqty 12
Buffet tablesqty 2
Waste binsqty 6

Tableware

Reusable platesqty 70
Reusable bowlsqty 70
Reusable cupsqty 100
Reusable cutleryqty 100
Serving spoonsqty 12

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 6
Serving plattersqty 12
Thermos flasksqty 6
Coolersqty 6
Water jugsqty 8

Equipment

Portable speakersqty 2
Wireless microphonesqty 2
Extension cordsqty 3
Power stripsqty 3
Rechargeable power banksqty 4

Decorations

Peace flagsqty 8
Paper garlandsqty 8
Tableclothsqty 8
Information boardsqty 4
Chalkboardsqty 3

Lighting

LED light stringsqty 6
LED lanternsqty 10

Sports equipment

Frisbeesqty 4
Outdoor gamesqty 4

Cleaning

Washing-up tubsqty 3
Cleaning glovesqty 6
Dustpans and brushesqty 2

Catering

Groceries

Tips

Confirm the location, date and permit before sending invitations. If parking is limited, reserve a parking spot at the same time so guests are not solving access problems on the day.
Collect dietary requirements with registrations and write allergen labels before the food leaves the kitchen. Prepare snacks, salads and sandwiches only after you have the final guest count.
Set the schedule with exact start and finish times, then confirm every speaker and music slot. Test the portable speakers and wireless microphones at the venue rather than waiting until guests arrive.
Check the weather forecast several times, including again on the day before the picnic. Build party tents, prepare picnic blankets and decide where tables, chairs and the buffet will go before setup begins.
Chill drinks early and place water jugs where guests can reach them without crowding the buffet. Put waste bins, serving utensils, reusable tableware and information boards out before the first arrivals.

Frequently asked questions

How far in advance should I organise a peace picnic?: Confirm the location, date and permit at least 4 to 6 weeks ahead. Send invitations once those details are fixed, then collect registrations and dietary requirements before buying food.
When should I check the final guest count for a peace picnic?: Check the final number of guests 2 to 3 days before the event. Use it to adjust the shopping list, food portions, seating, reusable plates and drinks.
What should I prepare the day before a peace picnic?: Prepare labels, decorations, information boards and equipment checks the day before. Chill drinks overnight where possible, and prepare food close enough to serving time to keep it fresh.
How early should I arrive to set up a peace picnic?: Allow at least 2 to 3 hours for venue inspection, tables, chairs, blankets, tents, decorations, sound testing and the buffet. Add more time if power connections or a permit inspection still need attention.

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.