Rain Barrel Installation Day Checklist

A rain barrel installation day works best when deliveries, addresses, volunteers and tools are coordinated before anyone arrives. This checklist covers the practical sequence: confirm registrations, prepare the installation route, check every barrel and fitting, and set up a clear handout point. On the day, participants need a short safety briefing, the right connection materials and a reliable way to move equipment. Build in time for late deliveries, missing tools and address changes rather than solving them at the first property.

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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

Invite participants
2 people
Process registrations
Collect dietary requirements
Confirm delivery addresses
2 people
Reserve venue
Order rain barrels
2 people
Create the installation route
2 people
Assign volunteers
2 people
Check material stock
2 people
Check deliveries
2 people
Remind participants
Print worksheets
Do the shopping
2 people
Set out rain barrels
3 people
Sort tools
2 people
Fill coolers
2 people

Event

Set up the reception desk
2 people
Build party tents
4 people
Set up tables and chairs
3 people
Put up info boards
2 people
Issue tools
2 people
Register participants
2 people
Give safety instructions
2 people
Distribute rain barrels
4 people
Hand out connection materials
2 people
Check the gutters
3 people
Set up rain barrels
4 people
Install the connections
4 people
Test drainage
3 people
Photograph installations
Check in attendance
Serve snacks
3 people
Serve drinks
2 people
Refill drinks
2 people
Serve coffee and tea
2 people
Collect feedback
2 people

Aftercare

Collect leftover materials
3 people
Sort waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Clean the venue
3 people
Clean tools
2 people
Return materials
2 people
Return borrowed equipment
2 people
Archive placement details
Send thank-you message to participants

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 60
Tableclothsqty 6

Equipment

Rain barrelsqty 20
Rain barrel fillersqty 20
Rain barrel tapsqty 20
Overflow hosesqty 20
Leaf catchersqty 20
Spirit levelsqty 6
Cordless drill driversqty 4
Drill bitsqty 8
Hole sawsqty 6
Hand sawsqty 4
Screwdriversqty 8
Extension cordsqty 4
Power stripsqty 4
Cable reelsqty 2
Cross-line lasersqty 2
Work glovesqty 30
Safety gogglesqty 12
Ear defendersqty 6
Wheelbarrowsqty 3
Scoopsqty 6
Rubber malletsqty 4
Measuring tapesqty 6
Hand trucksqty 2
Jerry cansqty 4

Tableware

Reusable cupsqty 80
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving spoonsqty 6
Serving plattersqty 8

Decorations

Info boardsqty 4
Route arrowsqty 12
Name stickersqty 80

Lighting

LED string lightsqty 4
LED lampsqty 6

Cleaning

Waste binsqty 4
Washing-up basinsqty 3
Spongesqty 6
Tea towelsqty 12
Towelsqty 6

Catering

Groceries

Tips

Confirm delivery addresses at least 3–5 days before the event and use the final list to build the installation route. Group nearby addresses together so volunteers spend less time travelling and more time installing.
Check rain barrels, fillers, taps, overflow hoses and leaf catchers when the delivery arrives, not on installation morning. Keep a small reserve of connection materials aside for damaged or missing parts.
Assign volunteers in pairs and give each pair a defined route, tool set and contact number. A pair should have measuring tapes, spirit levels, drills, drill bits, hole saws, screwdrivers and work gloves before leaving the reception desk.
Set up the reception desk 30–45 minutes before registrations begin, with printed worksheets, participant details and a clear system for issuing tools and barrels. Keep safety goggles, ear defenders and gloves where volunteers can collect them before work starts.
Plan the site layout before participants arrive: place barrels together, sort tools by type, keep extension cords and cable reels away from walkways, and position party tents, tables and chairs so the check-in area stays visible. Fill coolers and prepare reusable cups and coffee cups before the first briefing, not during it.

Frequently asked questions

How far in advance should I plan a rain barrel installation day?: Start planning at least 3–4 weeks ahead so you can invite participants, process registrations, reserve the venue and order the rain barrels. Confirm delivery addresses and dietary requirements 3–5 days before the event.
How many volunteers do I need for a rain barrel installation day?: Use installation pairs and assign one additional coordinator for every 4–6 pairs. Add at least 2 people for registration, tool issue and barrel distribution if the event has more than 20 participants.
What should I check when rain barrels are delivered?: Check the quantity and condition of every barrel, then match fillers, taps, overflow hoses and leaf catchers to the order. Complete this check within 24 hours of delivery so missing parts can still be replaced before installation day.
When should volunteers receive the safety briefing?: Give the briefing immediately before tools and materials are issued, usually 15–20 minutes before the first installation starts. Cover drills, hole saws, hand saws, extension cords, eye protection, ear defenders and safe lifting with hand trucks or wheelbarrows.

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