Street party checklist: what to arrange and when

A street party needs more than food, tables and a playlist. You also need to arrange the road closure, check power access, coordinate suppliers and give neighbours enough notice. This checklist takes you from choosing the date and sending invitations to setting up the street, serving food and testing the sound system. Use the timings to avoid the jobs that are easy to leave until the last day, especially permits, dietary information, equipment and weather planning.

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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
Apply for Permits and Street Closure
Check venue and power outlets
2 people
Reserve suppliers and equipment
Draft invitations
2 people
Distribute invitations
3 people
Process registrations
Collect dietary requirements
Confirm schedule with participants
Check the weather forecast
Make the final shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks and salads
4 people
Marinate meat and vegetarian products
2 people
Bring materials out to the street
6 people
Set up road closure
4 people
Install the power supply
2 people
Build party tents
6 people
Set up tables and chairs
6 people
Set up buffet tables
3 people
Set up the bar and drink station
3 people
Set out grill and cooking equipment
3 people
Connect the sound system
2 people
Test music and microphone
2 people
Hang decorations
4 people
Set out game materials
3 people
Place name and dietary cards
2 people
Set up the coffee and tea station
2 people
Check sanitary facilities
2 people
Check safety and escape routes
2 people
Brief volunteers
3 people
Set up the buffet
4 people
Set out drinks and ice
3 people

Event

Staff the reception desk
2 people
Welcome guests
2 people
Serve coffee and tea
2 people
Deliver the welcome speech
Serve snacks
3 people
Guide the game round
3 people
Provide the music program
2 people
Hand out drinks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Clear tables during the event
3 people
Light the barbecue
2 people
Prepare the barbecue
4 people
Serve barbecue
4 people
Keep vegetarian meals separate
2 people
Replenish salads and sauces
2 people
Supervise children's activities
3 people
Host music quiz
2 people
Serve dessert and coffee
3 people
Announce the final round
Turn off music and lighting
2 people
See guests out
2 people

Aftercare

Store leftovers in the fridge
3 people
Collect tableware and glassware
4 people
Collect and sort waste
4 people
Safely extinguish barbecue
2 people
Take down tables and chairs
6 people
Take down party tents
6 people
Remove decorations
3 people
Sweep the street
4 people
Clean and Dry the Dishes
4 people
Clean the cooking equipment
3 people
Pack equipment
3 people
Move materials to storage
5 people
Return borrowed materials
2 people
Distribute leftover groceries
2 people
Remove road closure
4 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 100
Beer tablesqty 6
Buffet tablesqty 4
Bar stoolsqty 6
High tablesqty 4

Tableware

Reusable platesqty 120
Reusable bowlsqty 60
Reusable cupsqty 180
Wine glassesqty 80
Coffee cupsqty 80
Knivesqty 120
Forksqty 120
Spoonsqty 120
Teaspoonsqty 80
Serving utensilsqty 12
Pouring bottlesqty 8

Kitchen

Barbecueqty 2
Grill racksqty 4
Roasting pansqty 3
Cutting boardsqty 6
Paring knivesqty 6
Mixing bowlsqty 8
Serving plattersqty 12
Serving trays with lidsqty 6
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Food thermometersqty 2
Aluminum grill traysqty 20

Equipment

Speakersqty 2
Mixer
Microphonesqty 2
Microphone stand
Extension cordsqty 6
Power stripsqty 6
Cable traysqty 12

Lighting

String lightsqty 8
LED lampsqty 10
Battery lanternsqty 6

Decorations

Buntingqty 12
Balloonsqty 150
Balloon pumpqty 2
Tableclothsqty 14
Flower arrangementsqty 8
Name badgesqty 120
Menusqty 12

Sports equipment

Pétanque setsqty 3
Bingo cardsqty 120
Bingo cage
Bingo cardsqty 500
Ring toss setsqty 2
Tug of war rope
Conesqty 20

Cleaning

Waste binsqty 10
Litter pickersqty 4
Broomsqty 4
Cansqty 2
Trash binsqty 4
Hand soap dispensersqty 4
Paper towel dispensersqty 4
Washing-up bowlsqty 4
Reusable cleaning clothsqty 20
Mopsqty 3
Bucketsqty 4

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Work glovesqty 8
Non-slip matsqty 8
Crowd control barriersqty 12
Traffic signsqty 6
Flashlightsqty 4

Other

Folding cratesqty 12
Transport vehiclesqty 2
Clipboardsqty 4
Pensqty 20
Power banksqty 4
Cash box
Card machine

Catering

Groceries

Tips

Start the permit and street-closure process as soon as the date is fixed. Keep the approval, closure plan and any contact details together so the person managing the road setup can find them on the day.
Confirm attendance and dietary requirements before making the final food order. Use the numbers to plan salads, snacks and vegetarian or marinated products instead of shopping from rough estimates.
Check power outlets and cable routes before reserving equipment. Test the sound system and microphone while there is still time to replace an unsuitable cable, extension lead or speaker.
Plan the setup as a sequence: road closure first, then power, tents, tables and chairs, buffet and bar stations, grill equipment, and finally music. This prevents furniture and guests from blocking access to the equipment still being installed.
Check the forecast shortly before the party and prepare a weather decision in advance. If rain is likely, make sure tents, covered serving trays, coolers and a dry place for food and electrical equipment are ready before guests arrive.

Frequently asked questions

How far in advance should I apply for a street party road closure?: Apply as soon as the date and route are known, because approval times depend on your local authority. Allow at least several weeks rather than leaving the permit request until the final shopping week.
How many drinks should I buy for a street party?: For the first hour, allow roughly two to three drinks per person, then about one drink per person per hour. Add water and non-alcoholic options, and chill drinks in batches so the coolers do not become a last-minute task.
When should I send street party invitations?: Send the first invitations around four to six weeks before the party, especially when neighbours need to confirm attendance or dietary requirements. Ask for final responses at least one week before shopping and food preparation.
How early should I start setting up a street party?: Allow at least three to four hours for setup, depending on the size of the street and the number of helpers. Put the road closure and power supply first, then tents, seating, buffet, bar, grill and sound checks.

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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.