Season opening checklist: what to arrange and when

A season opening brings together registrations, food, outdoor setup and a programme that needs to run on time. This checklist helps you work from the first planning decisions through to the final venue inspection. It covers details that are easy to leave too late, such as dietary requirements, weather checks, chilled drinks, keys, power and first aid supplies. Use it to keep the preparation clear for organisers, participants and parents.

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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
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Update participant list
Inform parents about the program
Check the weather forecast
Confirm reservations
Check the shopping list
2 people
Do the shopping
2 people
Set aside dietary products
2 people
Chill drinks
2 people
Check the barbecue
2 people
Sort game equipment
2 people
Create a music playlist
Check first aid supplies
Arrange keys and access
Inspect venue
2 people
Keep the grounds free of litter
4 people
Set up tables and chairs
4 people
Build party tents
4 people
Set up the bar
2 people
Fill coolers
2 people
Set up buffet tables
3 people
Lay out crockery and cutlery
2 people
Set up the barbecue lighting area
2 people
Light the barbecue
2 people
Prepare vegetables and salads
4 people
Distribute meat and vegetarian products
2 people
Set out bread and toppings
2 people
Set out snacks
2 people
Set out drinks and coffee
2 people
Hang decorations
3 people
Hang lighting
3 people
Connect sound equipment
2 people
Set up game stations
4 people
Set up the registration table
2 people
Carry out a safety check
2 people

Event

Welcome visitors
3 people
Register attendance
2 people
Explain the program
2 people
Support the opening ceremony
3 people
Take group photo
2 people
Guide the game round
8 people
Hand out water
2 people
Refill drinks
2 people
Refill snacks
2 people
Operate the music
Prepare barbecue
3 people
Barbecue
4 people
Serve salads and bread
3 people
Serve dietary meals separately
2 people
Keep the buffet tidy
2 people
Serve coffee and tea
2 people
Serve dessert
2 people
Facilitate the campfire
3 people
Supervise the evening game
6 people
Empty trash bins
2 people
Check toilets
Check the lighting
Wave goodbye to visitors
3 people

Aftercare

Extinguish campfire safely
3 people
Clear away food and drinks
3 people
Collect tableware
3 people
Clean the barbecue
2 people
Turn off the sound equipment
2 people
Clean up the venue
6 people
Take down party tents
4 people
Put tables and chairs back
4 people
Wash dishes
3 people
Dispose of waste
2 people
Clean the venue
4 people
Inventory materials
2 people
Return borrowed materials
2 people
Distribute leftover food
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 70
Buffet tablesqty 3
Bar stoolsqty 6
Registration desk
Waste binsqty 6

Tableware

Reusable platesqty 80
Reusable bowlsqty 40
Reusable cupsqty 120
Reusable cutleryqty 100
Serving spoonsqty 8
Pliersqty 6
Serving jugsqty 4
Thermos flasksqty 4
Serving traysqty 6

Decorations

Buntingqty 8
Balloonsqty 100
Tableclothsqty 8
Name badgesqty 80
Markersqty 12
Tapeqty 6
Ropeqty 2

Lighting

LED light stringsqty 6
LED lampsqty 8
Extension cordsqty 6
Power stripsqty 4

Equipment

Portable speakersqty 2
Microphone
Laptop
Power banksqty 4

Kitchen

Barbecueqty 2
BBQ toolsqty 2
Coolersqty 4
Cutting boardsqty 6
Chef’s knives and bread knivesqty 6
Mixing bowlsqty 6
Measuring cupsqty 2
Kitchen scale
Bottle openersqty 4
Lightersqty 4
Matchesqty 4
Fire extinguishersqty 2
Water barrelsqty 2

Sports equipment

Footballsqty 4
Rugby ballsqty 2
Frisbeesqty 6
Conesqty 24
Ropesqty 8
Hoopsqty 8
Spongesqty 20
Bucketsqty 8
Blindfoldsqty 12
Score cardsqty 20
Stopwatchqty 4
Whistlesqty 8
Chalkqty 12
Flashlightsqty 12
Reflective vestsqty 12

Cleaning

Washing-up bowlsqty 3
Dish brushesqty 4
Spongesqty 8
Microfiber clothsqty 12
Broomsqty 4
Litter pickersqty 4
Mopsqty 3
Bucketsqty 4
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the date and programme before sending invitations, then leave enough time to process registrations and update the participant list. Share the programme with parents early so questions and dietary requirements do not arrive on the day.
Check the weather forecast a few days before the opening and again on the morning itself. If you are using party tents, tables or outdoor games, confirm where everything can safely stand and how guests will reach sheltered areas.
Chill drinks before setup starts and fill the coolers once the bar is ready. Set dietary products aside and label them clearly so they are not mixed up with the main buffet supplies.
Test the practical access points before guests arrive: keys, entry routes, registration desk, extension cords and power strips. Keep cables away from walking routes and check that the microphone, speakers and laptop work together.
Do a final walk-through after the tables, chairs, buffet and bar are set up. Check crockery, cutlery, serving equipment, waste bins, first aid supplies and lighting before the programme begins.

Frequently asked questions

How far in advance should I send season opening invitations?: Send invitations as soon as the date and programme are confirmed, preferably at least 3 to 4 weeks before the opening. Set a registration deadline about 7 days before the event so you can update the participant list and buy food accurately.
When should I check the weather for an outdoor season opening?: Check the forecast 3 to 5 days ahead to adjust tents, furniture and the programme if needed. Check it once more on the morning of the opening before finishing the outdoor setup.
How many drinks should I prepare for a season opening?: For the first hour, allow 2 to 3 drinks per person, then around 1 drink per person per hour. Add extra water and keep chilled drinks separate from supplies intended for dietary requirements or children.
When should the venue and equipment be inspected?: Inspect the venue and access arrangements at least 1 day beforehand if possible, then do a final check 60 to 90 minutes before guests arrive. Test the sound equipment, lighting, power connections, tables, chairs and first aid supplies during that final walk-through.

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.