St. Patrick's Festival checklist

Use this checklist to organise a St. Patrick's Festival in the right order, from confirming the venue and submitting the event notification to setting up tables, tents and sound. The plan covers 63 tasks and 43 items, including catering, dietary requirements, volunteer instructions, Irish-themed decorations and equipment checks. Start with the date, location and permissions, then move to registrations, supplies and programme details. Leave the final day for fresh food, venue checks and setup rather than unfinished admin.

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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
Submit the event notification
Finalize the music program
Send invitations
2 people
Process registrations
Collect dietary requirements
Calculate catering quantities
2 people
Reserve tables and chairs
Purchase supplies
2 people
Order decorations
Assign volunteers
Send the program to volunteers
Gather music files
Test sound equipment
2 people
Share route and parking information
Check the inventory list
2 people
Collect shelf-stable groceries
2 people
Pick up fresh groceries
2 people
Label diet meals separately
2 people
Wash fruits and vegetables
2 people
Prepare sauces and dips
2 people
Sort decorations
2 people
Check the venue floor and entrance
2 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up buffet and drink tables
2 people
Hang decorations
3 people
Put up Irish flags
2 people
Hang string lights
2 people
Connect sound equipment
2 people
Test microphone and music
2 people
Prepare buffet dishes
4 people
Chill drinks
2 people
Set up the coffee and tea station
2 people
Set out tableware and cutlery
2 people
Label the buffet
2 people
Set up entrance and cloakroom
2 people
Set up waste bins and a cleaning station
2 people
Carry out the final safety check
2 people

Event

Welcome guests
3 people
Announce the program
Serve welcome drinks
3 people
Provide music
Serve snacks
3 people
Refill drinks
2 people
Open the buffet
2 people
Keep the buffet warm
2 people
Refill coffee and tea
2 people
Empty trash bins
2 people
Check toilets periodically
Announce the final round
See guests out
3 people

Aftercare

Turn off the sound equipment
2 people
Store leftovers safely
2 people
Collect tableware and cutlery
3 people
Collect and remove waste
3 people
Take down tables and chairs
4 people
Take down party tents
4 people
Remove decorations
3 people
Wash dishes
3 people
Clean the venue
4 people
Return borrowed materials
2 people
Store leftover groceries
2 people

What to bring

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

Furniture

Party tentsqty 2
Beer tablesqty 8
Chairsqty 100
Buffet tablesqty 4
Coat racksqty 2

Tableware

Platesqty 120
Bowlsqty 100
Cutlery setsqty 120
Drinking glassesqty 150
Wine glassesqty 60
Coffee cupsqty 80

Decorations

Green balloonsqty 100
White balloonsqty 50
Orange balloonsqty 50
Irish flagsqty 12
Green garlandsqty 8
Shamrock decorationqty 30
Tableclothsqty 12
Napkin holdersqty 12
Buffet platesqty 20
Name badgesqty 120

Equipment

Active speakersqty 2
Wireless microphonesqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Food warmersqty 4

Lighting

String lightsqty 6
LED lanternsqty 10

Kitchen

Cutting boardsqty 6
Chef and serving knivesqty 12
Serving plattersqty 12
Storage binsqty 12
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6

Cleaning

Waste binsqty 8
Bucketsqty 4
Broom setsqty 3
Mopsqty 3
Toilet brushesqty 2

Catering

Groceries

Tips

Submit the event notification before sending invitations, so the date, location and any required permission are settled first. Give yourself at least two weeks for follow-up if the organiser or venue needs more information.
Calculate catering quantities after registrations close and allow for dietary requirements separately. Label diet meals before guests arrive, and keep shelf-stable groceries apart from fresh groceries until the preparation day.
Test the mixer, active speakers and wireless microphones at the venue at least one day before the festival. Check every extension cord and power strip, then save the music files on a second device in case the main one fails.
Send volunteers the programme, arrival time and assigned area before setup day. A short briefing 30 minutes before doors open is enough to cover the entrance, buffet, drinks, coat racks and guest questions.
Do the floor and entrance check before building party tents or arranging tables and chairs. Put out route and parking information in advance, and keep a clear entrance and cable-free walking route once the sound and lighting are connected.

Frequently asked questions

How far in advance should I organise a St. Patrick's Festival?: Start at least 6 to 8 weeks before the event. Confirm the location and date first, then submit the event notification, open registrations and arrange furniture, catering supplies, volunteers and the music programme.
How much food and drink do I need for a St. Patrick's Festival?: Use the final registration count to calculate food, then add about 10% for late changes or larger portions. For drinks, plan on 2 to 3 per person during the first hour, followed by about 1 per person per hour, and provide water throughout.
When should I test the sound equipment?: Test the active speakers, mixer, microphones and music files at the venue at least 24 hours before the festival. Repeat a short sound check 60 minutes before guests arrive, with spare cables and a backup music device ready.
When should I set up St. Patrick's Festival decorations and tables?: Sort the green, white and orange decorations the day before, then allow 2 to 3 hours on the event day for tents, tables, chairs, tablecloths, flags, garlands and lighting. Complete the entrance and floor safety check after all equipment is in place.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.