Street party checklist: what to arrange and when

A street party needs more than food, tables and a good playlist. You may need permission, a traffic plan and agreement from residents before you send invitations. This checklist takes you from the first date check to closing the street, setting up the tents and chilling the drinks. It also helps you catch details that are often left too late, such as dietary requirements, ice, extension cords and enough serving equipment.

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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

Check permit and notification
Coordinate date with the street
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Reserve suppliers
Share the traffic plan with residents
Inform neighbors of times
2 people
Check the weather forecast
Create final guest list
Divide tasks among volunteers
2 people
Do the shopping
3 people
Collect drinks and ice
2 people
Check materials
2 people
Prepare food
4 people
Close off street
4 people
Set up traffic signs
2 people
Build party tents
6 people
Set up tables and chairs
5 people
Set up buffet tables
3 people
Hang decorations
4 people
Hang lighting
3 people
Connect the sound system
2 people
Fill coolers
3 people
Chill drinks
3 people
Set up the coffee station
2 people
Lay out crockery and cutlery
2 people
Bring food up to temperature
3 people
Clearly mark allergens
2 people
Place waste stations
2 people
Conduct a safety check
2 people

Event

Handle guest reception
3 people
Serve welcome drinks
3 people
Supervise children's activities
3 people
Provide music
Serve snacks
4 people
Refill drinks
3 people
Serve coffee and tea
2 people
Set up buffet
4 people
Serve the buffet
5 people
Restock the buffet
3 people
Collect tableware
3 people
Clean tables in between
2 people
Empty trash bins
2 people
Check the lighting
Serve dessert and fruit
3 people
Offer drinks during the final round
2 people
Turn off music and sound
Escort guests home
2 people

Aftercare

Store food safely
3 people
Gather drinks and supplies
3 people
Sort waste
4 people
Wash dishes
4 people
Wipe down tables and chairs
3 people
Take down tents and decorations
6 people
Remove lighting and cables
3 people
Remove traffic signs
2 people
Sweep the street
4 people
Take out the trash
2 people
Return materials
3 people
Return borrowed items
2 people
Clean coolers and kitchen equipment
3 people
Store leftovers in the fridge
2 people
Clear the street
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Folding chairsqty 60
Buffet tablesqty 3
High tablesqty 4
Tablecloth coversqty 8

Tableware

Reusable platesqty 80
Reusable bowlsqty 40
Reusable glassesqty 100
Coffee cupsqty 50
Knivesqty 80
Forksqty 80
Spoonsqty 60
Serving spoonsqty 8
Small bowlsqty 12

Kitchen

Coolersqty 4
Thermos flasksqty 4
Hot traysqty 6
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 6
Measuring cupsqty 2
Bottle openersqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Refrigerators
Speakersqty 2
Mixer
Microphone
Extension cordsqty 6
Power stripsqty 4
Crowd control barriersqty 8
Traffic signsqty 4
Sandbagsqty 12

Lighting

String lightsqty 6
LED lampsqty 12
Battery lanternsqty 6

Decorations

Buntingqty 8
Balloonsqty 100
Balloon pumpqty 2
Table décorqty 8
Adhesive hooksqty 40
Ropeqty 2

Sports equipment

Ballsqty 6
Skipping ropesqty 6
Sidewalk chalkqty 6
Ring toss set

Cleaning

Waste binsqty 8
Dustpan and brushqty 3
Broomqty 3
Bucketsqty 4
Mopqty 3
First aid kit

Catering

Groceries

Tips

Start with the permit, notification and traffic arrangements before inviting people. Confirm the date with the street, share the road-closure plan with residents and tell neighbours the exact start and finish times.
Set a registration deadline and use it to build the final guest list. Collect dietary requirements at the same time, then order or buy food with a small buffer rather than guessing from invitation numbers.
Arrange suppliers and equipment several days before the party. Check that you have enough tables, folding chairs, buffet space, coolers, reusable tableware, serving utensils and extension cords for the planned layout.
Treat drinks as a separate job on the day before. Collect the drinks and ice, chill what fits in the refrigerators, and fill the coolers shortly before guests arrive so cold drinks are ready without warming the food.
Set up in a fixed sequence: close off the street and place traffic signs first, then build the party tents, arrange tables and chairs, set up the buffet, hang lighting and decorations, and connect the sound system last. Test speakers, the mixer, microphone and power connections before serving food.

Frequently asked questions

How far in advance should I organise a street party?: Start checking permits, notifications and the date with residents at least 6 to 8 weeks ahead. Send invitations only after the street has agreed on the timing and traffic arrangements.
What should I arrange first for a street party?: First confirm the date, permission or notification requirements, and the traffic plan. Then reserve suppliers and send invitations, leaving a registration deadline before you create the final guest list.
How much food and drink do I need for a street party?: Use the final guest list as your base and allow roughly 2 to 3 drinks per person during the first hour, then about 1 drink per person per hour. Buy ice and chill drinks 1 to 2 days before, while preparing fresh food as close to serving time as practical.
When should I set up a street party?: Allow at least 2 to 3 hours for the physical setup, plus time for the road closure and traffic signs. Finish the layout, lighting and sound check before guests arrive, and chill the drinks during the final hour.

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.