Scout festival checklist: what to arrange and when

A scout festival combines activities, food, music, volunteers and outdoor logistics, so small omissions can disrupt the whole day. This checklist takes you from confirming the date and location through registrations, scheduling, shopping, safety checks and setup. Plan the practical work around deadlines: permits and invitations come early, while weather checks, fresh food and equipment testing happen close to the event. Use the task and supplies lists below as your working plan, then assign each item to a named person.

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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 date and location
2 people
Check permits and notifications
Send invitations
2 people
Open registrations
Recruit volunteers
2 people
Compile program
3 people
Select game activities
3 people
Compile the music program
2 people
Make reservations
Collect dietary requirements
2 people
Process registrations
2 people
Create volunteer schedules
2 people
Print the run sheet
Print floor plan
Prepare name badges
2 people
Make route and safety signs
2 people
Check game materials
2 people
Test sound equipment
2 people
Check first aid supplies
Check the weather forecast
Check the shopping list
2 people
Do the shopping
4 people
Collect materials
4 people
Set up non-perishable supplies
2 people
Keep fresh produce cool
2 people
Prepare the volunteers briefing
2 people
Inspect the site
3 people
Build party tents
6 people
Set up tables and chairs
5 people
Clear the stage
3 people
Set up sound equipment
3 people
Hang lighting
3 people
Secure power cables safely
2 people
Hang up decorations
4 people
Set up the information desk
2 people
Set up the registration table
2 people
Set up activity stations
6 people
Set up the creative corner
3 people
Set up food stall
4 people
Chill drinks
3 people
Prepare snacks
5 people
Set up the buffet
4 people
Lay out crockery and cutlery
2 people
Place waste stations
2 people
Check toilets
2 people
Brief volunteers
3 people

Event

Start opening music
Welcome visitors
4 people
Register sign-ups
3 people
Hand out name badges
2 people
Explain the program
Supervise game activities
10 people
Lead creative activities
4 people
Supervise campfire activities
3 people
Serve snacks
4 people
Serve the buffet
5 people
Hand out drinks
3 people
Refill drinks
2 people
Provide coffee and tea
2 people
Collect waste
2 people
Check toilets periodically
2 people
Announce the final program
Wave goodbye to visitors
4 people
Turn off the sound equipment
2 people

Aftercare

Store food and drinks safely
3 people
Collect tableware
3 people
Rough cleanup of the grounds
6 people
Take down tables and chairs
5 people
Take down party tents
6 people
Collect game materials
4 people
Remove decorations
3 people
Pack audio equipment
3 people
Remove lighting
3 people
Wash dishes
4 people
Clean the kitchen
3 people
Sort and remove waste
3 people
Clean the grounds
5 people
Clean the restrooms
2 people
Return materials
3 people
Return borrowed items
2 people
Handle lost property

What to bring

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

Furniture

Party tentqty 3
Tablesqty 12
Folding chairsqty 80
Beer tablesqty 6
Bar stoolsqty 8
Buffet tableqty 4
Tableclothsqty 12

Tableware

Reusable cupsqty 220
Platesqty 220
Forksqty 220
Knivesqty 220
Spoonsqty 120
Serving plattersqty 12
Serving spoonsqty 8
Coffee cupsqty 40
Thermos flasksqty 6

Decorations

Buntingqty 12
Balloonsqty 150
Paper garlandsqty 10
Name badgesqty 220
Markersqty 20
Chalkboardsqty 6
Directional signsqty 12
Program postersqty 20

Equipment

Active speakersqty 2
Mixer
Microphonesqty 3
Microphone standsqty 2
Extension cordsqty 8
Power stripsqty 8
Coolersqty 6
Handheld megaphone

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Bread knivesqty 3
Measuring cupsqty 3
Kitchen tongsqty 6
Scissorsqty 6
Aluminum foilqty 4
Cling filmqty 3
Food warmersqty 6

Cleaning

Waste binsqty 10
Trash bag holdersqty 6
Broomqty 4
Dustpan and brushqty 4
Mopsqty 3
Bucketsqty 5
Cleaning glovesqty 10
Hand soap dispensersqty 6

Lighting

LED light stringsqty 8
LED lampsqty 12
Battery lanternsqty 8

Sports equipment

Footballsqty 6
Frisbeesqty 12
Tug of war ropeqty 2
Skipping ropesqty 10
Conesqty 40
Relay batonsqty 12
Water balloonsqty 500
Craft cardboardqty 100
Paint cansqty 20
Brushesqty 30
Glue Sticksqty 30
Safety scissorsqty 20
Sidewalk chalkqty 20
Ropeqty 4
Wooden polesqty 30
Marker tapeqty 6

Catering

Groceries

Safety

First aid kitsqty 2
Disposable glovesqty 100
Safety vestsqty 15
Flashlightsqty 8
Fire extinguishersqty 4
Barrier tapeqty 4
Emergency blanketqty 6

Administration

Clipboardsqty 8
Pensqty 30
Printer paperqty 500
Cash box
Wristbandsqty 220
Tapeqty 8
Staplersqty 3

Tips

Start with the date, location and permissions. Check permit or notification requirements before opening registrations, because approval times can range from several days to a few weeks.
Open registrations only after the programme and main reservations are clear. Set a closing date at least 7 days before the festival so you can process numbers, dietary requirements and volunteer shifts.
Prepare the volunteer schedule from the programme, not from guesswork. Give each activity and service point a named lead, plus enough overlap for breaks and late arrivals.
Test the sound system at the actual site before festival day. Check the mixer, microphones, stands, active speakers, extension cords and power strips together, and keep a backup connection plan.
Leave perishable shopping until shortly before the event. Check the forecast and shopping list 1–2 days ahead, keep fresh produce cool, and finish signs, badges, the run sheet and floor plan before setup starts.

Frequently asked questions

How far in advance should I organise a scout festival?: Start planning at least 8–12 weeks ahead. Confirm the date and location first, then arrange permissions, reservations, the programme, invitations and volunteer recruitment before the final two weeks.
When should scout festival registrations close?: Close registrations about 7 days before the festival. That gives you time to process the final numbers, collect dietary requirements, prepare name badges and complete the volunteer schedule.
When should I check the weather for a scout festival?: Make a first check 3–5 days before the event and a final check the day before. Use the result to confirm the party tent, clothing guidance, activity setup and any weather-sensitive supplies.
How do I organise sound for a scout festival?: Test the complete setup at least 1 day before the festival, including the mixer, microphones, active speakers, stands and power connections. Mark cable routes and keep extension cords and power strips accessible during setup.

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.