St. John's Fire organising checklist

A St. John's Fire needs more than firewood and a place to gather. This checklist takes you from confirming the date and location to permits, registrations, fire safety, food, seating and the final site check. Plan the practical details early: toilet facilities, weather arrangements, chilled drinks and clear signs are easy to leave until the last day. Use the task and equipment lists below to work through the event in a sensible order.

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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

Confirm location and date
Apply for a fire permit
Check fire safety rules
Set up toilet facilities
Send invitations
2 people
Open registrations
Process registrations
Collect dietary requirements
Check the weather forecast
Share the final program
Order firewood
Inventory materials
2 people
Check the shopping list
Do the shopping
3 people
Buy chilled goods
2 people
Check firewood
2 people
Chill drinks
2 people
Portion snacks
3 people
Set out dishes and cups
2 people
Make route and safety signs
2 people
Check the venue for safety
2 people
Cordon off the fire pit
3 people
Stack firewood
4 people
Build party tents
4 people
Set up tables and chairs
4 people
Hang lighting
3 people
Hang decorations
3 people
Set up buffet tables
3 people
Set up the coffee and tea station
2 people
Fill coolers
2 people
Place waste stations
2 people
Prepare safety equipment
2 people
Test sound and music
2 people
Brief volunteers
2 people

Event

Welcome visitors
3 people
Check off registrations
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Light the fire
2 people
Monitor the fire pit
2 people
Supervise children's activities
3 people
Provide music
Empty waste stations
2 people
Check toilets
Announce the final round

Aftercare

Safely Extinguish Fire
3 people
See visitors out
3 people
Cover food and drinks
2 people
Collect tableware
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Collect waste
3 people
Clean the grounds
3 people
Wash dishes
3 people
Clean coolers
2 people
Collect the lighting and decorations
3 people
Return materials
2 people
Distribute leftover food
2 people
Dispose of waste
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 80
Buffet tablesqty 3
High tablesqty 4

Tableware

Reusable cupsqty 150
Reusable platesqty 120
Reusable cutleryqty 120
Coffee cupsqty 80
Tea glassesqty 60

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Serving plattersqty 12
Serving utensilsqty 12
Cutting boardsqty 3
Knivesqty 6
Coolersqty 5

Equipment

Battery speaker
Extension cordsqty 4
Power stripsqty 4

Lighting

LED light stringsqty 6
LED lampsqty 8

Decorations

Buntingqty 8
Signs and directional arrowsqty 12

Fire supplies

Dry firewoodqty 2
Kindlingqty 3
Wooden torchesqty 20

Safety

Crowd control barriersqty 12
Fire extinguishersqty 3
Fire blanketsqty 2
Buckets of waterqty 8
Sand pitsqty 2
First aid kit
Flashlightsqty 6

Cleaning

Waste binsqty 8
Handwash sinksqty 2
Cleaning bucketsqty 3
Broom setsqty 3
Litter pickersqty 3

Catering

Groceries

Tips

Apply for the fire permit and check local fire-safety rules before inviting guests. Confirm how far the fire pit must be from tents, tables, buildings and access routes.
Order dry firewood early enough for delivery and storage, then check the quantity when it arrives. Keep kindling and wooden torches dry and separate from the active fire area.
Collect dietary requirements when guests register, not during final setup. Portion snacks in advance and chill drinks before guests arrive so the serving area does not become a queue.
Set up tents, tables and chairs before stacking the firewood. Keep reusable cups, plates and cutlery at the serving area, with coffee machines, kettles and thermos flasks ready for hot drinks.
Finish a safety walk-through before opening the site: cordon off the fire pit, place fire extinguishers where people can reach them, and use LED lights and directional signs for dark routes.

Frequently asked questions

How far in advance should I organise a St. John's Fire?: Start at least 6 to 8 weeks before the event. Confirm the location and date first, then arrange the fire permit, invitations, registrations, equipment and firewood.
When should I apply for a St. John's Fire permit?: Apply as soon as the location and date are confirmed, ideally 4 to 6 weeks beforehand. Local rules and processing times vary, so do not leave the permit request until the final week.
How much firewood do I need for a St. John's Fire?: The amount depends on the fire size and burning time, so confirm the required quantity with the site or local fire authority. Order early and check the delivery at least 2 days before the event.
When should I set up the St. John's Fire site?: Complete the main setup on the day, allowing at least 3 to 4 hours before guests arrive. Put up tents, tables, chairs, signs and lighting first, then check the fire pit and safety equipment before lighting the fire.

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.