Spring Festival planning checklist

A Spring Festival works best when the practical details are fixed before decoration and food preparation begin. Start with the date, programme, venue, permits and reservations, then manage invitations, registrations and volunteer roles. In the final week, check dietary requirements, the forecast, stock and the shopping list. On the day, allow time for tents, tables, weatherproof storage, food preparation, signage and the sound system—not just the visible decorations.

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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 grounds
2 people
Check permits
Make reservations
Recruit volunteers
2 people
Design invitations
2 people
Send invitations
2 people
Hang up promotion
2 people
Process registrations
Collect dietary requirements
Assign volunteers
2 people
Print the run sheet
Check the weather forecast
Check the shopping list
2 people
Check stock
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Wash and cut vegetables
2 people
Create table numbers
Make name badges
2 people
Create a music playlist
Set up weatherproof storage
2 people
Cordon off the area
3 people
Build party tents
6 people
Set up tables
4 people
Set out chairs
4 people
Set up buffet
4 people
Set up the bar
3 people
Set up coffee station
2 people
Set out game materials
3 people
Hang decorations
4 people
Hang lighting
3 people
Connect the music
2 people
Check restroom facilities
2 people
Place waste stations
2 people
Display food and drinks
4 people
Place allergen cards
2 people
Fill the cash drawer
2 people
Briefing for reception team
2 people
Do the final safety check
2 people

Event

Welcome visitors
4 people
Announce the program
Serve coffee and tea
3 people
Serve pastries
3 people
Supervise children's activities
4 people
Lead the spring walk
2 people
Provide music
Serve drinks
3 people
Refill drinks
2 people
Open the buffet
2 people
Restock the buffet
3 people
Serve diet meals
2 people
Clear tables
3 people
Collect tableware
2 people
Support the evening activity
3 people
Check the lighting
Serve the last round
2 people
See visitors out
3 people

Aftercare

Store food safely
3 people
Collect waste
4 people
Wash dishes
4 people
Clean the bar
2 people
Clean the buffet
3 people
Turn off the sound equipment
2 people
Remove decorations
3 people
Take down party tents
6 people
Clear tables and chairs
5 people
Clean the grounds
5 people
Clean the restrooms
2 people
Sort materials
3 people
Return stock
2 people
Return borrowed items
2 people
Dispose of waste
2 people

What to bring

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

Furniture

Party tentsqty 3
Folding tablesqty 12
Beer tablesqty 8
Chairsqty 120
Buffet tablesqty 4
Bar stoolsqty 8
Clapper sticksqty 4
Blanketsqty 12

Tableware

Dinner platesqty 120
Pastry platesqty 100
Soup bowlsqty 80
Glassesqty 180
Coffee cupsqty 100
Knivesqty 120
Forksqty 120
Spoonsqty 100
Serving spoonsqty 12
Serving traysqty 10

Decorations

Buntingqty 12
Paper flowersqty 80
Table decorationsqty 16
Vasesqty 12
Artificial flowersqty 24
Balloonsqty 100
Balloon ribbonqty 2
Tableclothsqty 16
Name badgesqty 120
Allergen cardsqty 20

Equipment

Wireless speakersqty 2
Mixer
Microphoneqty 2
Extension cordsqty 6
Power stripsqty 6
Coolersqty 6
Coffee machinesqty 3
Kettlesqty 2
Food warmersqty 4
Induction platesqty 2
Thermos flasksqty 8

Kitchen

Cutting boardsqty 8
Chef's knivesqty 6
Mixing bowlsqty 8
Steel pansqty 4
Pliersqty 8
Measuring cupsqty 4
Coolersqty 8
Serving plattersqty 16
Bread basketsqty 8
Foil holdersqty 3

Lighting

String lightsqty 8
LED lampsqty 12
Battery lanternsqty 8

Cleaning

Waste binsqty 12
Waste binsqty 4
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Hand broomsqty 6

Sports equipment

Ring toss setsqty 3
Wooden gamesqty 4
Footballsqty 4
Colored pencilsqty 30
Coloring pagesqty 100
Skipping ropesqty 6

Catering

Groceries

Tips

Set the date, programme, venue and permit requirements before sending invitations. Confirm access times and where tents, tables, buffet equipment and weatherproof storage can be placed.
Close registrations several days before the festival and use the final list to assign volunteers, prepare name badges, create table numbers and record dietary requirements. Print the run sheet before setup starts.
Check the weather forecast 48 hours before the event and again on the morning itself. If rain or wind is possible, build the party tents early and cordon off the area before bringing out food and decorations.
Do the main shopping after checking stock, then chill drinks and prepare snacks in stages. Wash and cut vegetables close enough to serving time to keep them fresh, while keeping allergen cards visible at the buffet.
Test the wireless speakers and mixer before guests arrive, then set up the playlist and decorations. Keep blankets, spare serving utensils and weatherproof storage accessible rather than packed behind the buffet.

Frequently asked questions

How far in advance should I start planning a Spring Festival?: Start at least 6 to 8 weeks ahead for the date, venue, permits, reservations and volunteer recruitment. Send invitations early enough to close registrations several days before the event.
When should I check the weather for a Spring Festival?: Check the forecast 48 hours before the festival and again on the morning of the event. Make the final decision about tents, outdoor furniture, blankets and area cordons before setup begins.
How many volunteers do I need for a Spring Festival?: Assign at least one volunteer to each active job during setup, serving and cleanup, then add one coordinator who follows the run sheet. Final numbers depend on guest count, but confirm every role at least 3 days before the event.
When should I prepare food for a Spring Festival?: Check stock and shop 1 to 2 days beforehand, then prepare snacks and cut vegetables on the day or the evening before, depending on the ingredients. Chill drinks several hours before guests arrive and keep allergen information with the food.

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.