Opening a Square: A Practical Planning Checklist

Opening a square involves more than setting out tables on the day. You need to fix the date and programme, check permits, book suppliers, coordinate speakers and manage guest numbers before the practical setup begins. This checklist covers the details that are easy to leave too late, including dietary requirements, access, power for sound equipment, chilled drinks and a rain plan. Use it to work through the preparation in order, then confirm the final quantities and equipment 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 permits
Select suppliers
2 people
Book catering
Reserve furniture
Reserve equipment
Draft invitations
2 people
Send invitations
2 people
Invite the press
Confirm speakers
Collect speeches
2 people
Print the program
Process registrations
2 people
Collect dietary requirements
Determine the final number of guests
2 people
Confirm catering quantities
Check route and access
2 people
Check the weather forecast
Set up a bad-weather alternative
2 people
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Cut programs and signage
2 people
Prepare the speaking table
Check catering
2 people
Inspect venue
3 people
Receive deliveries
3 people
Sweep the square
4 people
Place waste bins
2 people
Set up tents
4 people
Set up tables
4 people
Set up chairs
4 people
Set up buffet tables
3 people
Place drinks at the bar
2 people
Set up coffee station
2 people
Set out tableware and cutlery
2 people
Unpack snacks
3 people
Set aside diet meals
2 people
Hang decorations
3 people
Test sound
2 people
Test the lighting
2 people
Mark off the stage area
2 people
Set up information table
2 people

Event

Staff the registration desk
2 people
Welcome guests
4 people
Distribute program
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Lead opening speech
2 people
Provide technical support for the speech
2 people
Coordinate the ribbon-cutting moment
3 people
Lead a tour
4 people
Refill drinks
3 people
Restock the buffet
3 people
Provide background music
Remove waste regularly
2 people
Check toilets periodically
2 people
Inform guests about departure time
2 people
Turn off the music

Aftercare

Catering breakdown
4 people
Collect tableware
3 people
Dismantle furniture
5 people
Take down tents
4 people
Switch off the equipment
2 people
Remove decorations
3 people
Collect waste
4 people
Clean the square
4 people
Wash dishes
3 people
Collect lost and found items
2 people
Inventory materials
2 people
Return materials
3 people
Return rented equipment
2 people
Store leftover catering
2 people
Check supplier invoices
Send thank-you messages
2 people
Select photos for publication

What to bring

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

Furniture

Party tentsqty 3
Buffet tablesqty 6
High tablesqty 10
Foldable tablesqty 8
Folding chairsqty 80
Speaker table
Bar stoolsqty 6
Waste binsqty 8

Equipment

Battery-powered speakersqty 2
Wireless microphonesqty 2
Microphone stand
Mixer
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4
Coolersqty 4

Tableware

Reusable drinking glassesqty 180
Coffee cupsqty 100
Tea glassesqty 60
Platesqty 180
Dessert platesqty 120
Forksqty 180
Knivesqty 180
Spoonsqty 120
Serving spoonsqty 12
Pitchersqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolers with iceqty 4
Serving plattersqty 20
Serving tongsqty 10
Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Food prep glovesqty 4

Decorations

Municipal flagsqty 4
Buntingqty 8
Balloonsqty 150
Ribbon for the opening moment
Children's scissors
Flower arrangementsqty 6
Tableclothsqty 16
Photo backdrop
Program standsqty 4

Lighting

String lightsqty 8
LED lampsqty 12
Batteriesqty 24
Cable matsqty 8

Cleaning

Broom setsqty 3
Litter pickersqty 3
Bucketsqty 4
Mopsqty 4
Cleaning clothsqty 30
Toilet brushesqty 4

Safety

First aid kitsqty 2
Flashlightsqty 4
Barrier tapeqty 4
Non-slip matsqty 8

Catering

Groceries

Tips

Check permits and the access route before booking suppliers. A square may have restricted vehicle access, limited setup hours or power limitations that affect catering, furniture and sound equipment.
Set a firm guest-number deadline before confirming catering quantities. Collect dietary requirements at the same time, then allow enough plates, cups, glasses and serving utensils for the final count.
Confirm speakers and collect their speeches several days before the opening. Print the programme only after the running order, speaker names and timings have been checked.
Test the sound setup before the event, including wireless microphones, battery-powered speakers, the mixer, extension cords and power banks. Do not assume the square has a usable power outlet near the speaking table.
Check the weather forecast and activate the bad-weather alternative in time to use the party tents or move the programme. Chill drinks, prepare signage and set up the speaking table on the final day rather than during guest arrival.

Frequently asked questions

How far in advance should I plan a square opening?: Start at least 6 to 8 weeks before the opening. Check permits first, then book catering, furniture and equipment before sending invitations. Confirm the final guest number about 7 days before the event.
When should I send invitations for a square opening?: Send invitations 4 to 6 weeks in advance, especially if the opening includes speakers or press. Set the registration deadline at least 7 days before the event so you can confirm catering quantities and dietary requirements.
How many drinks should I plan per guest?: For the first hour, plan on 2 to 3 drinks per person, then about 1 drink per person per additional hour. Add extra chilled water and allow for non-alcoholic options, coffee and tea if those are part of the programme.
When should I make the bad-weather decision?: Review the forecast 3 days before the opening and make the final decision 24 hours beforehand. This gives you time to install party tents, adjust the speaking area and confirm access for catering and equipment.

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