Spring Festival planning checklist

A Spring Festival usually combines children’s activities, outdoor seating, music, shared food and a team of volunteers. Start with the date, venue and programme, then confirm guests, dietary needs and practical support. In the final week, check the forecast, finish shopping and collect reserved materials. On the day itself, allow time for tents, tables, drinks, food stations, games and sound to be set up 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

Set the date and program
2 people
Check the venue and outdoor area
2 people
Choose activities for children
3 people
Compile the music program
2 people
Send invitations
2 people
Register sign-ups
2 people
Collect dietary requirements
2 people
Assign volunteers
2 people
Make reservations for materials
Check the weather forecast
Create final guest list
2 people
Check the shopping list
2 people
Do the shopping
3 people
Collect materials
2 people
Prepare decorations
3 people
Sort game materials
2 people
Prepare prizes for games
2 people
Chill drinks
2 people
Wash fruits and vegetables
2 people
Prepare snacks
4 people
Set out sandwiches and fillings
3 people
Set up the coffee and tea station
2 people
Set up tables and chairs
5 people
Set up party tents
5 people
Set up a music area without a stage
3 people
Connect sound equipment
2 people
Tape down power cables securely
2 people
Hang decorations
4 people
Set up children’s activities
4 people
Set up the face-painting table
2 people
Set up the treasure hunt
3 people
Set up the photo spot
2 people
Place waste stations
2 people
Check toilets
2 people
Prepare first aid supplies

Event

Staff the reception desk
2 people
Welcome guests
2 people
Explain the program
Register children for games
2 people
Guide the scavenger hunt
4 people
Supervise sack race
3 people
Supervise the beanbag toss
2 people
Apply face paint
3 people
Supervise the craft table
3 people
Serve lemonade
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Restock crockery and glasses
2 people
Clearly indicate allergens
Play music
Guide dance activities
2 people
Hand out prizes
2 people
Restock the buffet
3 people
Oversee the barbecue
3 people
Clear tables
3 people
Escort children to parents
2 people
Say goodbye to guests
2 people

Aftercare

Collect waste
4 people
Wash dishes and glasses
3 people
Clean the kitchen
2 people
Clear tables and chairs
4 people
Take down party tents
5 people
Remove decorations
3 people
Clean the grounds
5 people
Pack audio equipment
2 people
Clean game materials
2 people
Chill leftover food
2 people
Return materials
2 people
Keep lost and found items
Take out general waste
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 10
Folding chairsqty 80
Buffet tablesqty 3
Bar stoolsqty 6
Tablecloth coversqty 10

Tableware

Reusable platesqty 120
Reusable bowlsqty 80
Reusable cupsqty 180
Coffee cupsqty 60
Tea glassesqty 60
Forksqty 120
Knivesqty 120
Spoonsqty 120
Serving spoonsqty 12
Serving plattersqty 12
Serving boardsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 4
Coolersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Mixing bowlsqty 6
Pliersqty 8
Measuring cupsqty 3
Cut-resistant glovesqty 4

Equipment

Barbecueqty 2
Party speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 4
Ice packsqty 20
Mobile phone chargersqty 3

Decorations

Balloonsqty 150
Buntingqty 12
Paper flowersqty 30
Table décorqty 12
Photo backdrop
Name badgesqty 120
Directional signsqty 12

Lighting

String lightsqty 8
LED lampsqty 10

Sports equipment

Jute bagsqty 12
Cansqty 10
Soft ballsqty 12
Hoopsqty 8
Conesqty 20
Tug of war rope
Scavenger hunt cardsqty 120
Medal ribbonsqty 40
Prizesqty 40
Sidewalk chalkqty 12
Skipping ropesqty 8
Wooden Mikadoqty 4
Water gunsqty 20
Children's wheelbarrowsqty 4

Catering

Lemonade jugsqty 6
Drink dispensersqty 3
Ice cube traysqty 4
Buffet platesqty 10
Menusqty 8
Allergen cardsqty 20
Coffee filtersqty 100
Thermos bottlesqty 4
Groceries

Cleaning

Waste binsqty 8
Trash bag holdersqty 8
Hand soap dispensersqty 4
Cleaning bucketsqty 3
Mopsqty 3
Broom setsqty 3
Dustpan and brushqty 3
Towelsqty 20
Toilet brushesqty 3
First aid kit
Nitrile glovesqty 2

Tips

Set the date and programme before sending invitations. Include the children’s activities, music programme and outdoor area so families know what the day involves.
Keep sign-ups and dietary requirements together in one final guest list. Confirm the numbers several days before shopping, especially for sandwiches, fillings, snacks and drinks.
Reserve materials early, then check them when collected. Party tents, tables, folding chairs, buffet tables and reusable tableware are easy to overlook when they are spread across different suppliers.
Use the final week for weather decisions. Check the forecast, confirm whether the outdoor area is usable and decide where tents, tables and the music area will go if conditions change.
Plan the setup in stations: seating first, then food and hot drinks, chilled drinks, games and prizes, and finally the speakers and microphone. Chill drinks and wash produce only after the guest numbers are final.

Frequently asked questions

How far in advance should I plan a Spring Festival?: Set the date and check the venue at least 6–8 weeks ahead. Send invitations once the programme and outdoor arrangements are clear, then confirm the final guest list about 7 days before the event.
What should I buy for a Spring Festival buffet?: Plan food from the confirmed guest list, including dietary requirements, and shop 1–2 days before the festival. Wash fruit and vegetables, prepare snacks and arrange sandwiches on the day so they stay fresh.
When should I check the weather for a Spring Festival?: Check the forecast 7 days before the event to identify risks, then check again 24 hours beforehand. Use that final check to confirm the party tents, outdoor seating and music setup.
How long does Spring Festival setup take?: Allow at least 2–3 hours for a medium-sized event with tents, tables, chairs, food stations, games and sound equipment. Add volunteer shifts so one person is not handling setup, food preparation and guest registration alone.

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.