Saint John's Day festival checklist

A Saint John's Day festival needs more than a date, music and decorations. Start with the venue, programme, permits, power and toilet facilities, then work through registrations, food requirements, suppliers and volunteers. In the final week, confirm the headcount, check the forecast and finish shopping. On the day, allow time to chill drinks, build the party tents, test the power and lighting, and set up tables before guests 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

Reserve venue
Set the date and program
2 people
Check permits
Reserve a power connection
Reserve toilet facilities
Send invitations
2 people
Process registrations
Collect dietary requirements
Compile the music program
2 people
Confirm suppliers
Assign volunteers
2 people
Check the weather forecast
Finalize headcount
2 people
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Sort decorations
2 people
Set up music
2 people
Prepare name badges
2 people
Print program boards
Prepare weather measures
2 people

Event

Open venue
2 people
Test power and lighting
2 people
Build party tents
4 people
Set up tables
3 people
Set up chairs
3 people
Set up buffet tables
3 people
Set up coffee station
2 people
Set up the drinks station
3 people
Set out tableware and cutlery
3 people
Hang up decorations
3 people
Place candles and lanterns
2 people
Put up directional signs
2 people
Clean the dining area
2 people
Prepare snacks
3 people
Set out bread and toppings
2 people
Set out salads
2 people
Set aside special diet meals
2 people
Test the music
2 people
Set up the reception desk
2 people
Welcome guests
3 people
Hand out name badges
2 people
Serve welcome drinks
3 people
Serve coffee and tea
2 people
Serve snacks
3 people
Supervise children's activities
4 people
Provide music
2 people
Refill drinks
2 people
Collect used dishes
2 people
Empty trash bins
2 people
Open the buffet
2 people
Refill buffet
3 people
Serve the meal
4 people
Serve diet meals
2 people
Serve dessert
3 people
Check the lighting and atmosphere
2 people
Announce the final round
See off guests
3 people

Aftercare

Turn off the music
Store food safely
3 people
Collect waste
3 people
Clear tables and chairs
4 people
Wash dishes
3 people
Clean the kitchen
3 people
Clean the venue
4 people
Remove decorations
2 people
Take down party tents
4 people
Inventory materials
2 people
Return borrowed materials
2 people
Distribute leftover food
2 people
Dispose of waste properly
2 people

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Chairsqty 80
Buffet tablesqty 4
Foldable welcome table
Coat racksqty 2

Tableware

Reusable platesqty 90
Reusable bowlsqty 80
Reusable glassesqty 120
Coffee cupsqty 60
Knivesqty 90
Forksqty 90
Spoonsqty 90
Serving spoonsqty 12
Serving plattersqty 12
Serving traysqty 8
Thermos flasksqty 6

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Measuring cupsqty 2
Mixing bowlsqty 6
Coolersqty 4
Ice cube traysqty 4
Aluminum traysqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Refrigeratorsqty 2
Bluetooth speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Rechargeable batteriesqty 12

Decorations

Buntingqty 8
Lanternsqty 20
LED light stringsqty 6
Tableclothsqty 12
Flower arrangementsqty 8
Name badgesqty 80
Table numbersqty 10
Program boardsqty 4
Wayfinding signsqty 6

Sports equipment

Outdoor gamesqty 6
Skipping ropesqty 6
Markers and coloring pages

Lighting

LED table lampsqty 8
Flashlightsqty 4

Cleaning

Waste binsqty 8
Waste sorting binsqty 4
Bucketsqty 4
Spongesqty 8
Dish brushesqty 4
Broom setsqty 3
Mopsqty 3
Hand broomsqty 3

Catering

Groceries

Tips

Set the date and programme before sending invitations. Keep registration open long enough to collect dietary requirements, then use the final headcount to check food, seating and reusable tableware quantities.
Arrange permits, power and toilet facilities as soon as the venue is confirmed. These services can be harder to secure than tables, chairs or decorations, especially for an outdoor festival.
Assign volunteers to specific jobs rather than simply asking for general help. Cover registration, food service, music, weather measures and closing duties, with at least one named person responsible for each area.
Check the weather forecast several days before the festival and prepare the party tents, tables and weather measures accordingly. Do not wait until guests are arriving to discover that the power connection or lighting setup is unsuitable.
Keep event-day setup in a fixed order: open the venue, build the tents, arrange tables and welcome materials, set up music, then test power and lighting. Chill drinks early and place serving equipment where volunteers can reach it without crossing guest areas.

Frequently asked questions

How far in advance should I organise a Saint John's Day festival?: Start venue, permit, power and toilet arrangements at least 8 to 12 weeks before the festival. Send invitations after the date and programme are set, and close registrations early enough to finalise numbers and dietary requirements.
How many volunteers do I need for a Saint John's Day festival?: Plan at least 1 volunteer for registration, 2 for food and drinks, 1 for music, and 2 for setup and general support. Add people if the festival has several serving points or a large outdoor area.
When should I check the weather for Saint John's Day?: Check the forecast 7 days before the event, then review it again 48 hours and 6 hours before opening. Use the final check to confirm tent placement, tables, lighting and other weather measures.
When should I buy and chill drinks for the festival?: Do the main shopping 1 to 2 days before the festival and chill drinks as soon as there is refrigerator or cooler space. Keep a separate supply available for volunteers during setup and service.

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.