Safety Day checklist: what to arrange and when

A Safety Day needs more than a program and a few demonstrations. You need a clear site layout, tested demonstration materials, trained volunteers, registration, signage, and a backup plan for bad weather. Start with the date, venue, permissions, and program, then confirm people and materials before opening day. This checklist helps you work through the practical details in the right order, including the equipment and supplies that are easy to overlook.

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

Set the date and program
2 people
Determine the venue and site layout
2 people
Check permits and notifications
Prepare safety instructions
2 people
Invite participants and demonstrators
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Make reservations
Confirm demonstrations
2 people
Schedule volunteers
2 people
Send program to attendees
Send directions
Check the weather forecast
Prepare the backup rain program
2 people
Check the shopping list
Do the shopping
2 people
Collect materials
2 people
Check materials
2 people
Test demonstration materials
2 people
Make signs and route arrows
2 people
Print registration forms
Print participant list
Lay Out Clothing and Materials
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set up tables and chairs
4 people
Build party tents
4 people
Hang lighting
2 people
Set up information stands
4 people
Set off demonstration areas
3 people
Place fire extinguishers
2 people
Set up the first aid station
2 people
Test sound equipment
2 people
Set up registration desk
2 people
Build the catering buffet
3 people
Check toilets
Clear and tidy the site
3 people
Brief volunteers
2 people

Event

Welcome presenters
2 people
Welcome visitors
4 people
Register visitors
3 people
Explain the program
Give opening instructions
Lead the fire safety demo
3 people
Lead the traffic safety demo
3 people
Assist the first aid demonstration
3 people
Demonstrate burglary prevention
2 people
Supervise children's activities
4 people
Lead the safety quiz
2 people
Serve snacks
3 people
Serve drinks
2 people
Refill drinks
2 people
Restock the buffet
2 people
Empty trash bins
2 people
Check toilets periodically
Check the lighting
Announce evening program
Lead the evacuation drill
4 people
Moderate the Q&A
2 people
Handle prize ceremony
2 people
Give farewell and departure information
2 people
See visitors out
3 people
Collect lost and found items

Aftercare

Clean up catering
3 people
Wash dishes
3 people
Collect waste
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Remove decorations
2 people
Switch off equipment
2 people
Clean the grounds
4 people
Clean the restrooms
2 people
Inventory materials
2 people
Clean materials
2 people
Return borrowed materials
2 people
Store leftover stock
2 people
Take waste to the collection point
2 people
Record damage and incidents
Send thank-you message

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 120
Beer table setsqty 8
Registration desk
High tablesqty 8
Coat racksqty 2
Waste binsqty 8

Tableware

Dinner platesqty 120
Dessert platesqty 120
Drinking glassesqty 150
Coffee cupsqty 80
Knivesqty 120
Forksqty 120
Spoonsqty 120
Serving spoonsqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 6
Power stripsqty 6
Megaphone
Microphoneqty 2
Speakersqty 2
Laptop
Printer
Walkie-talkiesqty 6

Kitchen

Food warmersqty 4
Coolers with ice packsqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving plattersqty 12
Serving tongsqty 8
Thermos flasksqty 6
Water jugsqty 8

Decorations

Safety flagsqty 12
Balloonsqty 100
Tableclothsqty 12
Name badgesqty 120
Pensqty 30

Lighting

String lightsqty 6
LED work lightsqty 4
Flashlightsqty 8

Safety

First aid kitsqty 2
Safety vestsqty 12
Crowd control barriersqty 20
Barrier tapeqty 6
Traffic conesqty 20
Fire extinguishersqty 4
Smoke detectorsqty 4
Children's safety helmetsqty 20
Safety gogglesqty 20
Work glovesqty 20
Earplugsqty 100
Emergency exit signsqty 6
Pictogram signsqty 12
Flashlight batteriesqty 16

Sports equipment

Traffic matsqty 4
Practice mannequinsqty 2
Bandage supplies for demoqty 4
Conesqty 30
Ropeqty 4
Quiz boardsqty 10

Cleaning

Broomqty 3
Litter pickersqty 3
Bucketsqty 4
Mopsqty 4
Cleaning glovesqty 8

Catering

Groceries

Tips

Set the venue layout before inviting people. Mark the registration desk, demonstration areas, routes, seating, coat racks, waste bins, and access to power so you can identify problems early.
Confirm demonstrations and test every demonstration material at least 7 days before Safety Day. Check extension cords, power strips, microphones, speakers, laptops, and walkie-talkies as part of the same test.
Send the program, directions, and safety instructions to attendees no later than 3 days before the event. Include arrival information, registration arrangements, clothing guidance, and what to do if the weather changes.
Prepare the rain program before checking the final weather forecast. Decide which demonstrations can move under party tents or indoors, and check that tables, chairs, signs, route arrows, and power supplies still fit the revised layout.
Do the shopping and collect materials 1 to 2 days beforehand, then make a physical check on the morning of the event. Chill drinks, prepare registration forms and participant lists, and place clothing and materials where volunteers can find them quickly.

Frequently asked questions

How far in advance should I plan a Safety Day?: Start at least 6 weeks before the event. Set the date, venue, program, permits, invitations, demonstrations, and volunteer schedule first; leave the final 7 days for testing materials and confirming details.
When should I send Safety Day invitations?: Send the first invitation 3 to 4 weeks in advance, then close registrations when you have enough capacity. Send the final program, directions, and safety instructions at least 3 days before Safety Day.
What should I check the week before Safety Day?: Seven days before, confirm demonstrations, volunteers, reservations, dietary requirements, materials, signage, and the rain program. Test all equipment, including microphones, speakers, extension cords, power strips, laptops, printers, and walkie-talkies.
When should I prepare the food, drinks, and registration desk?: Shop and collect materials 1 to 2 days before the event. On the day itself, set up the registration desk, print or place the participant list, chill drinks, prepare serving equipment, and check the layout before attendees 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.