Safety Day checklist: what to arrange and when

A Safety Day combines public activities, live demonstrations, registrations and practical safety equipment, so small gaps can cause delays on the day. Start with the date, location, permits and emergency arrangements before inviting people. Then build the activity schedule, assign volunteers and prepare routes, signage and communications. This checklist also helps you handle often-forgotten details such as power, toilets, dietary requirements, chilled food and printed emergency contacts.

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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

Confirm event date and location
Record the program and activities
3 people
Check permits and notifications
Book emergency services and demonstrations
2 people
Check power supply
2 people
Reserve toilets and waste collection
Check insurance and liability
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Create volunteer schedule
2 people
Prepare safety instructions
2 people
Develop Evacuation Route
2 people
Create floor plans and signage
2 people
Coordinate demonstrations in detail
3 people
Prepare registration forms
Create trivia and quiz cards
2 people
Sort materials by activity
3 people
Check the shopping list
2 people
Do the shopping
3 people
Store non-perishable groceries
2 people
Keep chilled products refrigerated
2 people
Set out materials and promotional items
3 people
Print contact list and emergency numbers

Event

Open venue
2 people
Inspect the grounds
3 people
Set up tables and chairs
5 people
Build party tents
6 people
Set up the information booth
2 people
Set up the first aid station
2 people
Set out a road safety course
3 people
Set up children’s activities
3 people
Prepare Fire Safety Demonstration
3 people
Connect the sound system
2 people
Set up the food and drink area
4 people
Prepare coffee and tea
2 people
Prepare snacks and sandwiches
4 people
Give volunteers a safety briefing
3 people
Set up signage
2 people
Support check-in and registration
4 people
Explain the opening and program
2 people
Provide first aid information
2 people
Supervise the traffic safety course
3 people
Guide the fire safety demonstration
3 people
Provide an intrusion prevention briefing
2 people
Give explanation of digital safety
2 people
Supervise children's activities
4 people
Lead quiz rounds
2 people
Present prizes
2 people
Serve snacks
3 people
Refill drinks
2 people
Refill coffee and tea
2 people
Empty trash bins
2 people
Check toilets
2 people
Guide the audience to the exit
3 people

Aftercare

Dismantle activities
5 people
Take down tents and signage
6 people
Turn off the sound system
2 people
Wash dishes and kitchen equipment
3 people
Pack leftover food safely
2 people
Collect and remove waste
3 people
Clean the grounds
4 people
Collect venue keys and materials
2 people
Empty cooling materials
2 people
Return borrowed materials
2 people
Store remaining non-perishable products
Sort undamaged materials
2 people
Follow up on participant information
2 people

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 12
Folding chairsqty 80
High tablesqty 6
Coat racksqty 2
Waste binsqty 10
Bollardsqty 20
Barrier tapeqty 6

Equipment

Sound systems
Wireless microphonesqty 2
Extension cordsqty 8
Power stripsqty 8
Coolersqty 4
Rechargeable walkie-talkiesqty 6
Megaphone
Laptopqty 2
Tabletsqty 3
Projector
Projection screen
Fire extinguishers for demonstrationqty 3
Traffic lightsqty 2
Bike pumpsqty 3

Safety

First aid kitsqty 2
Safety vestsqty 20
Work glovesqty 12
Flashlightsqty 8
Emergency blanketsqty 10
Earplugsqty 100

Sports equipment

Traffic conesqty 20
Bike helmetsqty 15
Bikesqty 6
Balance bikesqty 6
Skipping ropesqty 8
Sidewalk chalkqty 12
Agility Hoopsqty 10

Tableware

Reusable cupsqty 120
Reusable platesqty 100
Reusable cutleryqty 120
Coffee cupsqty 80
Pitchersqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 12
Serving spoonsqty 8

Decorations

Information boardsqty 12
Route arrowsqty 20
Welcome banner
Activity postersqty 12

Lighting

LED lampsqty 10
String lightsqty 6
Batteriesqty 24

Cleaning

Mop setsqty 2
Broomsqty 3
Litter pickersqty 4

Catering

Groceries

Tips

Lock in the date and location first, then check permits, notifications, insurance and liability before sending invitations. Allow at least 4–6 weeks for approvals or questions from local authorities.
Plan demonstrations as separate activities with their own equipment, safety instructions, barriers and trained volunteers. Confirm the sequence, power needs and audience position at least one week before the event.
Create the evacuation route, floor plan and signs before placing tents, tables, traffic cones or demonstration equipment. Print the route and emergency numbers so they remain available if the laptop or tablets fail.
Schedule volunteers in clear time blocks, including registration, demonstrations, activity stations and closing duties. Give each team a short briefing and make sure safety vests, work gloves, first aid kits and walkie-talkies are assigned before opening.
Finish shopping and equipment checks 1–2 days beforehand. Store non-perishable food, refrigerate chilled products, test microphones and extension cords, charge radios and flashlights, and sort materials by activity before setup.

Frequently asked questions

How far in advance should I plan a Safety Day?: Start at least 6–8 weeks ahead. Use the first 1–2 weeks for the date, location, permits, insurance and emergency services, then confirm volunteers, registrations and equipment.
What should be included in a Safety Day emergency plan?: Include an evacuation route, floor plan, emergency numbers, first aid arrangements and clear instructions for volunteers. Print the documents and place copies at registration, activity areas and the volunteer briefing point at least 1 day before the event.
When should I send Safety Day invitations?: Send invitations about 3–4 weeks before the event, with the registration deadline set 7–10 days before it. This gives you time to process registrations, collect dietary requirements and create a realistic volunteer schedule.
When should I check the Safety Day equipment?: Complete a full equipment check 1–2 days before setup, then do a short function test on the morning itself. Test sound systems, wireless microphones, power strips, extension cords, tablets, projection equipment and rechargeable walkie-talkies.

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.