Regional day checklist: what to arrange and when

A regional day needs more than a date, venue, and program. You also need a reliable participant count, clear volunteer roles, working equipment, dietary information, and a plan for changing weather. Start with the program and registrations, then confirm the venue, permits, materials, and access arrangements. In the final week, print the participant list, prepare name badges, check supplies, collect chilled products, and test the practical setup before people arrive.

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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
3 people
Estimate the number of participants
2 people
Draft invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
2 people
Check contact details
2 people
Publish the program
2 people
Assign volunteers
3 people
Assign game supervisors
2 people
Confirm venue booking
Confirm material reservations
Check permits
Arrange key handover
Check the weather forecast
Adjust program to the weather
3 people
Print participant list
Prepare name badges
2 people
Send directions
Check the shopping list
2 people
Do the shopping
3 people
Pick up chilled products
2 people
Chill drinks
2 people
Sort non-perishable stock
2 people
Collect game materials
3 people
Test the equipment
2 people
Check first aid supplies
Lay out the run sheet
Inspect the site
3 people
Set up tables
4 people
Set up chairs
4 people
Build party tents
6 people
Set up the info point
2 people
Set up the registration desk
2 people
Lay out name badges
Set out the game fields
5 people
Distribute game materials per field
4 people
Hang up decorations
3 people
Connect the sound system
2 people
Test the music
2 people
Set up the buffet
4 people
Prepare coffee and tea
2 people
Prepare snacks
4 people
Set up lunch buffet
4 people
Place waste stations
2 people
Check toilets
2 people
Brief volunteers
3 people

Event

Receive participants
4 people
Register attendance
3 people
Hand out name badges
2 people
Assist with opening program
3 people
Group participants
4 people
Guide the game round
12 people
Hand out water
3 people
Refill drinks
2 people
Serve snacks
3 people
Switch game materials
4 people
Support the evening program
8 people
Keep the buffet at temperature
3 people
Serve the buffet
5 people
Collect tableware
3 people
Serve coffee and tea
3 people
Support awards ceremony
3 people
Support the evening activity
6 people
Announce the final round
See participants off
4 people

Aftercare

Collect waste
5 people
Clear away food and drinks
4 people
Wash dishes
4 people
Clear tables and chairs
6 people
Turn off the sound system
2 people
Remove decorations
3 people
Collect game materials
5 people
Clean game materials
3 people
Clean the grounds
5 people
Clean the restrooms
2 people
Take down party tents
6 people
Inventory materials
2 people
Return borrowed materials
2 people
Empty and clean coolers
2 people
Store leftover stock
2 people
Take waste to the collection point
3 people
Register lost and found items

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Beer tablesqty 6
Folding chairsqty 120
Bar stoolsqty 12
Buffet tablesqty 4
Information desk
Coat racksqty 2

Tableware

Reusable platesqty 130
Reusable bowlsqty 110
Reusable cupsqty 180
Coffee cupsqty 80
Knivesqty 130
Forksqty 130
Spoonsqty 130
Coffee spoonsqty 80
Serving spoonsqty 12
Scissorsqty 4

Equipment

Coolersqty 6
Food warmersqty 6
Coffee machinesqty 3
Kettlesqty 3
Gas burnersqty 4
Gas cylindersqty 4
Extension cordsqty 6
Power stripsqty 6
Portable speakersqty 2
Microphoneqty 2
Megaphone
Rechargeable batteriesqty 4

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 6
Measuring cupsqty 3
Serving traysqty 10
Food containersqty 12
Aluminum foilqty 4
Ice packsqty 24

Decorations

Buntingqty 12
Balloonsqty 200
Balloon pumpqty 2
Tableclothsqty 16
Welcome sign
Directional signsqty 8
Name badgesqty 130
Markersqty 12

Lighting

String lightsqty 6
LED lampsqty 12
Flashlightsqty 8

Sports equipment

Footballsqty 6
Volleyballqty 4
Frisbeesqty 8
Tug-of-war ropesqty 2
Relay batonsqty 12
Conesqty 40
Hoopsqty 20
Skipping ropesqty 12
Buckets of waterqty 8
Spongesqty 40
Blindfoldsqty 12
Scoreboardsqty 8
Stopwatchesqty 6
Measuring tapesqty 3
Barrier tapeqty 8

Cleaning

Waste binsqty 10
Broom setsqty 4
Floor squeegeesqty 2
Bucketsqty 6
Spongesqty 12
Microfiber clothsqty 20
Hand broomsqty 4
Toilet brushesqty 3
Rubber glovesqty 12

Catering

Groceries

Tips

Set the date and program before sending invitations. Publish the program only after the venue, game supervisors, and volunteer coverage are confirmed, so participants do not receive timings that later change.
Use the registration process to collect dietary requirements and check contact details. Close registrations early enough to print the participant list and prepare name badges without relying on last-minute replies.
Confirm the venue booking, permits, material reservations, and key handover at least one week before the regional day. A reservation is not useful if nobody knows when the key can be collected or who is responsible for opening.
Check every power-dependent item against the venue setup, including coffee machines, kettles, food warmers, speakers, microphones, and megaphones. Count extension cords, power strips, and rechargeable batteries separately; they are often forgotten when the main equipment is reserved.
Check the weather forecast 48 hours before the event and decide when the program will change. If outdoor activities are possible, confirm party tents, tables, chairs, coolers, and a dry place for food before shopping and collecting chilled products.

Frequently asked questions

How far in advance should I send regional day invitations?: Send them at least 3 to 4 weeks before the event if you need registrations, dietary requirements, and volunteer assignments. Set a registration deadline about 7 days before the regional day so you can print the participant list and prepare name badges.
When should I confirm the venue and key handover for a regional day?: Confirm the booking, access arrangements, and key handover at least 7 days in advance. Recheck the opening time and the person responsible 1 to 2 days before setup, especially if equipment or chilled products arrive early.
When should I check the weather for a regional day?: Make the first detailed weather check 48 hours before the event, then check again on the morning of the day. Decide by the 48-hour check whether the program needs changes and whether tents, indoor space, or extra equipment must be arranged.
How do I prepare food and drinks for a regional day?: Check the shopping list 3 to 5 days beforehand and shop for non-perishable items first. Pick up chilled products as late as practical, then chill drinks and keep food warmers, coffee machines, kettles, reusable tableware, and serving utensils ready before participants arrive.

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.