Spring Festival checklist: what to arrange and when

A Spring Festival runs more smoothly when the planning is split into clear stages. Start with the venue, date and programme, then manage invitations, registrations, dietary requirements and transport. In the final week, confirm the forecast, shopping and catering, including cakes, pastries, chilled drinks, coffee and tea. On the day, allow time to open the venue, arrange furniture, set up tents, connect the sound system and prepare the buffet.

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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
Draft invitations
Send invitations
2 people
Process registrations
Collect dietary requirements
Inventory transport needs
Arrange transportation for guests
2 people
Compile the music program
Choose game activities
2 people
Check the weather forecast
Check the shopping list
2 people
Do the shopping
2 people
Prepare snacks
3 people
Pick up cakes and pastries
Chill drinks
2 people
Make name badges
2 people
Open venue
2 people
Set up tables and chairs
4 people
Set up party tents
4 people
Hang decorations
3 people
Connect the sound system
2 people
Set out game materials
2 people
Set up buffet
3 people
Prepare coffee and tea
2 people
Lay out crockery and cutlery
2 people
Display snacks
3 people
Set up the reception table
2 people

Event

Welcome guests
4 people
Serve coffee and tea
3 people
Serve snacks
3 people
Welcome and explain the program
Lead the spring walk
3 people
Supervise game activities
3 people
Refill drinks
2 people
Provide music
Open the buffet
2 people
Restock the buffet
3 people
Serve diet meals
2 people
Serve dessert
2 people
Clear the dance floor
2 people
See guests off
3 people

Aftercare

Gather borrowed materials
3 people
Collect waste
3 people
Wash dishes
3 people
Clean the buffet and kitchen
2 people
Clean the venue
4 people
Take down party tents
4 people
Put tables and chairs back
4 people
Remove decorations
2 people
Switch off equipment
2 people
Return borrowed items
2 people
Collect lost property

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 70
Buffet tablesqty 3
Coat racksqty 2

Tableware

Dinner platesqty 75
Dessert platesqty 75
Coffee cupsqty 75
Drinking glassesqty 100
Cutlery setsqty 75
Serving spoonsqty 8

Decorations

Tableclothsqty 8
Flower arrangementsqty 8
Buntingqty 6
Paper napkinsqty 150
Name badgesqty 70
Tapeqty 4

Equipment

Wireless speaker
Microphone
Extension cordsqty 4
Power stripsqty 4
Coolersqty 3
Thermos flasksqty 6
Kettlesqty 2

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Small bowlsqty 12
Serving plattersqty 10
Jug water jugsqty 6

Cleaning

Bucketsqty 3
Mopsqty 3
Broomsqty 2
Dustpan and brushqty 2

Lighting

String lightsqty 4
Battery lanternsqty 6

Sports equipment

Bingo cardsqty 80
Bingo cage
Conesqty 10
Ring toss set
Walking sticksqty 6

Safety

First aid kit
Flashlightsqty 3

Catering

Groceries

Tips

Set the date, programme and venue before sending invitations. Keep registration open long enough to collect guest numbers and dietary requirements, then use those figures for food, seating and transport.
Check transport needs as registrations come in, not during the final setup. Confirm guest pickup details and any special arrangements at least 3 days before the festival.
Review the weather forecast 3 to 5 days ahead. If outdoor areas are planned, check that party tents, tables, chairs and extension cords are ready before the setup team arrives.
Do the main shopping 1 to 2 days before the event, but collect cakes and pastries on the agreed day. Chill drinks in coolers early enough that they are cold when guests arrive.
Schedule venue access at least 2 hours before opening. Use that time for tables, chairs, decorations, name badges, games, the buffet, coffee and tea, and a sound check with the wireless speaker and microphone.

Frequently asked questions

How early should I start planning a Spring Festival?: Start at least 6 to 8 weeks before the event. Reserve the venue and set the date first, then send invitations once the programme and registration process are ready.
When should I send Spring Festival invitations?: Send invitations about 4 to 6 weeks in advance. Close registrations or set a final response date at least 10 days before the event so you can confirm food, seating and transport.
How much setup time does a Spring Festival need?: Allow at least 2 hours before guests arrive, and 3 hours if party tents, decorations and a full buffet are involved. Include time to test the sound system and prepare coffee and tea.
When should I check the weather for an outdoor Spring Festival?: Check it 5 days before the event and again the evening before. Use the final forecast to confirm the tent setup, seating arrangement and any changes to the programme.

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