Spring Festival planning checklist

A Spring Festival runs more smoothly when the practical details are settled before the decorations come out. Start with the date, venue and program, then work through invitations, registrations and dietary requirements. In the final week, check the forecast, confirm reservations, shop for food and gather borrowed equipment. On the day itself, allow time to chill drinks, prepare fresh produce, set up activities and charge the phones and batteries you may need.

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
Confirm venue and times
Draft invitations
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Send program to guests
Check the weather forecast
Prepare indoor backup
2 people
Confirm reservations
Check the shopping list
2 people
Do the shopping
3 people
Collect fresh produce
2 people
Collect materials
2 people
Check borrowed items
2 people
Prepare snacks
4 people
Wash fruits and vegetables
2 people
Prepare dips and sauces
2 people
Set Aside Vegetarian Options
2 people
Make name badges
2 people
Create a music playlist
Set out activities
2 people
Fill coolers
2 people
Chill drinks
2 people
Charge phones and batteries
2 people
Open venue
2 people
Inspect the grounds
3 people
Check toilets
2 people
Build party tents
4 people
Set up tables
3 people
Set up chairs
3 people
Set up buffet tables
3 people
Set out tableware
2 people
Set out cutlery
2 people
Set up the drink station
2 people
Set up coffee station
2 people
Hang decorations
3 people
Place floral arrangements
2 people
Set out game materials
3 people
Test music and speakers
2 people
Test the lighting
2 people
Display snacks
4 people
Mark allergens
2 people
Place waste stations
2 people
Brief reception team
3 people
Perform final venue check
3 people

Event

Welcome guests
3 people
Serve welcome drinks
3 people
Serve snacks
4 people
Supervise children's activities
4 people
Lead Spring Scavenger Hunt
3 people
Refill drinks
2 people
Restock the buffet
3 people
Serve dinner
5 people
Serve coffee and tea
2 people
Serve dessert
3 people
Provide music
Turn on lighting
Collect lost and found items
2 people
See off guests
3 people

Aftercare

Chill leftovers safely
3 people
Collect waste
4 people
Wash dishes
4 people
Clear tables and chairs
4 people
Take down party tents
4 people
Remove decorations
3 people
Sort items
3 people
Clean the venue
4 people
Clean the restrooms
2 people
Empty and clean coolers
2 people
Switch off equipment
2 people
Return borrowed items
2 people
Distribute leftover food
2 people
Take waste to the collection point
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Folding chairsqty 70
Buffet tablesqty 3
High tablesqty 4
Tablecloth clipsqty 16

Tableware

Dinner platesqty 80
Dessert platesqty 80
Soup bowlsqty 70
Water glassesqty 90
Wine glassesqty 60
Coffee cupsqty 70
Knivesqty 80
Forksqty 80
Spoonsqty 80
Serving spoonsqty 12
Serving plattersqty 12
Serving boardsqty 8
Carafesqty 8

Decorations

Tableclothsqty 10
Buntingqty 8
Paper lanternsqty 20
Artificial flowersqty 12
Flower vasesqty 10
Name card holdersqty 8
Photo backdrop
Photo propsqty 20

Equipment

Bluetooth speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Phone chargersqty 3
Coolersqty 4
Karaoke screen

Lighting

String lightsqty 6
Battery lanternsqty 8
Spare batteriesqty 24

Kitchen

Cutting boardsqty 5
Chef's knifeqty 3
Mixing bowlsqty 6
Measuring cupsqty 3
Bowlsqty 10
Serving tongsqty 8
Thermos flasksqty 4
Kettlesqty 2
Hot traysqty 4
Ice packsqty 16

Sports equipment

Soft ballsqty 8
Hoopsqty 6
Skipping ropesqty 6
Conesqty 20
Treasure hunt basketsqty 6
Picnic blanketsqty 8

Cleaning

Vacuum cleaner
Broomqty 2
Trash binsqty 6
Bucketsqty 3
Cleaning clothsqty 12

Catering

Groceries

Tips

Set the date, program, venue and timings before sending invitations. Give guests a clear response deadline so you have enough time to process registrations and collect dietary requirements.
Send the program to registered guests before the festival, then keep a printed copy on site. This prevents late changes from causing confusion when activities, food and music are running at the same time.
Check the weather forecast several days before the event and prepare the indoor backup before the final setup. Party tents, tables and seating should be checked early rather than discovered to be missing on the morning.
Do the main shopping after confirming guest numbers, but collect fresh produce as close to the event as practical. Wash fruits and vegetables, prepare dips and sauces, and set vegetarian options aside before guests arrive.
Create the playlist and test the Bluetooth speakers, microphone and extension cords before setup. Chill drinks and fill the coolers in time for arrival, and charge phones and batteries the night before.

Frequently asked questions

How far in advance should I send Spring Festival invitations?: Send invitations at least 3 to 4 weeks before the festival. Set the RSVP deadline about 7 days before the event so you can confirm food quantities, dietary requirements and seating.
When should I check the weather for a Spring Festival?: Check the forecast 5 to 7 days before the event, then check it again the evening before. Decide on the indoor backup no later than 24 hours ahead so tents, furniture and activities can be rearranged in time.
How much food and drink should I prepare for a Spring Festival?: Base quantities on the final registration count, including dietary requirements, and plan roughly 2 to 3 drinks per person for the first hour. Chill drinks several hours before guests arrive and keep extra water available throughout the program.
What should I prepare the day before a Spring Festival?: The day before, check borrowed items, confirm reservations, finish the shopping and prepare anything that keeps well, such as dips and sauces. Also charge phones and batteries, make name badges and verify the equipment 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.