Rainbow Gathering Checklist

A Rainbow gathering needs more than a venue and a program. You need to coordinate permits, insurance, suppliers, speakers, music, volunteers, food, access and equipment before the day itself. This checklist puts the work in a practical order, from reserving the venue to chilling drinks and checking emergency exits. Use it to see what must be confirmed early and what can wait until the final setup.

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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

Reserve venue
Check permits
Check insurance
Reserve suppliers
Finalize the program
3 people
Confirm speakers
Confirm music program
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Check accessibility
2 people
Create a contact list
Recruit volunteers
2 people
Assign volunteers
2 people
Print the run sheet
Create floor plan
Check emergency exits
2 people
Check the weather forecast
Check the shopping list
2 people
Do the shopping
3 people
Prepare snacks
4 people
Print program boards
Make name badges
2 people
Collect materials
3 people
Chill drinks
2 people
Load transport
3 people
Open venue
2 people
Check rooms
2 people
Set up tables
4 people
Set up chairs
4 people
Set up stage area
3 people
Set up sound equipment
3 people
Test microphones
2 people
Connect lighting
2 people
Hang decorations
4 people
Set up the info point
2 people
Set up the reception table
2 people
Set up the catering table
3 people
Set out snacks
3 people
Set out drinks
2 people
Check toilets
Brief volunteers
2 people

Event

Staff the registration table
2 people
Welcome guests
3 people
Distribute program
2 people
Hand out information materials
2 people
Lead opening speech
2 people
Guide speakers
2 people
Guide music program
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Collect waste
2 people
Clean tables in between
2 people
Check toilets periodically
Ensure accessibility
Announce the final program
See off guests
3 people

Aftercare

Turn off the sound equipment
2 people
Clean up catering
4 people
Wash dishes
3 people
Bring waste to the collection point
2 people
Put furniture back
4 people
Remove decorations
3 people
Clean the venue
4 people
Clean the restrooms
2 people
Pack equipment
3 people
Reload materials
3 people
Return borrowed items
2 people
Return rental items
2 people
Process lost and found items
Store photo and video material
Send thank-you message

What to bring

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

Furniture

Tablesqty 12
Chairsqty 160
High tablesqty 6
Folding chairsqty 8
Table skirtsqty 12
Bollardsqty 8
Party tentsqty 3
Stage panelsqty 6
Stage stepsqty 2

Equipment

Speakersqty 2
Microphonesqty 3
Microphone standsqty 3
Mixer
Extension cordsqty 8
Power stripsqty 8
Laptop
Presentation screen
Projector

Lighting

LED lampsqty 8
String lightsqty 6
Battery lanternsqty 8

Tableware

Reusable cupsqty 220
Coffee cupsqty 100
Platesqty 180
Bowlsqty 80
Cutlery setsqty 180
Serving spoonsqty 8
Pouring jugsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Cutting boardsqty 4
Knivesqty 6
Serving traysqty 10
Food containersqty 12
Pliersqty 6
Ice packsqty 24

Decorations

Rainbow flagsqty 12
Rainbow bannersqty 8
Balloon mixqty 150
Balloon ribbonqty 4
Adhesive stripsqty 6
Chalkboardsqty 6
Table decorationsqty 12
Name badgesqty 180
Wristbandsqty 180

Cleaning

Waste binsqty 10
Mop setsqty 2
Bucketsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning clothsqty 20
Hand soap dispensersqty 6
Towel dispensersqty 6

Catering

Groceries

Tips

Reserve the venue and check permits, insurance and accessibility before sending invitations. These decisions affect capacity, layout, supplier access and the way guests can move through the gathering.
Finalize the program before confirming speakers and the music program. Then create a contact list with arrival times, phone numbers and responsibilities so last-minute changes do not depend on one person.
Recruit volunteers early enough to assign clear shifts for welcoming guests, checking registrations, supporting speakers and handling practical issues. Print the run sheet and share the final version before the gathering starts.
Plan the layout around both people and equipment: tables, chairs, high tables, stage panels, speakers, microphones, presentation equipment and lighting all need space, power and safe cable routes.
Check dietary requirements, the weather forecast and the shopping list during the final week. Prepare snacks, chill drinks and check emergency exits before guests arrive, rather than during registration.

Frequently asked questions

How far in advance should I start planning a Rainbow gathering?: Start at least 8 to 12 weeks ahead if you need a venue, permits, suppliers and a full program. Confirm the venue and basic requirements first, then handle speakers, music, invitations and registrations.
When should I send invitations for a Rainbow gathering?: Send invitations once the venue, date and core program are confirmed, ideally 4 to 6 weeks before the gathering. Keep registration open long enough to collect dietary requirements and accessibility needs before final planning.
How many volunteers do I need for a Rainbow gathering?: Plan for at least 1 volunteer handling arrivals and practical questions for every 25 to 30 guests, then add separate cover for speakers, food and equipment. Assign shifts in advance and include one spare person for breaks or no-shows.
When should I check the weather and prepare the final setup?: Check the forecast 5 to 7 days before the gathering and again on the morning itself. Complete the floor plan, emergency-exit check, shopping check, equipment setup, snacks and chilled drinks before doors open.

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.