Street party checklist: what to arrange and when

A street party needs more planning than a garden gathering because the road, neighbours and local authorities are part of the event. Start with the date, programme and permits, then arrange suppliers, invitations and traffic measures. In the final week, confirm registrations, dietary requirements and the visitor list. This checklist also covers the jobs people often leave too late: collecting rentals, chilling drinks, labelling allergens and clearing the route 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
Apply for a neighborhood permit
Apply for road closure
Check music rights
Reserve suppliers
Send invitations
2 people
Process registrations
Collect dietary requirements
Inform local residents
2 people
Order traffic signs
Check the weather forecast
Create the final visitor list
Check the shopping list
2 people
Do the shopping
3 people
Collect fresh produce
2 people
Pick up rental items
2 people
Chill drinks
2 people
Prepare snacks
4 people
Cut vegetables
3 people
Portion sauces
2 people
Make allergen labels
2 people
Compile music list
Sort game equipment
2 people
Clear the route
4 people
Set up traffic signs
3 people
Unload tables and chairs
4 people
Build party tents
6 people
Set up tables
4 people
Set up chairs
3 people
Set up buffet tables
3 people
Set up the bar
3 people
Connect sound equipment
2 people
Hang lighting
3 people
Hang decorations
4 people
Set up play areas
3 people
Lay out the food
4 people
Set out tableware and cutlery
2 people
Post allergen information
2 people
Check toilets
2 people
Place waste stations
2 people
Test the music
2 people

Event

Staff the reception desk
2 people
Welcome guests
3 people
Supervise children's activities
4 people
Operate the music
Serve drinks
3 people
Serve snacks
4 people
Refill drinks
2 people
Restock the buffet
3 people
Operate barbecue
3 people
Collect waste
2 people
Clear tables
3 people
Wash dishes
3 people
Check lighting
Announce the final round
Turn off the music

Aftercare

Store food and drinks safely
3 people
Remove decorations
4 people
Disconnect sound equipment
2 people
Dismantle lighting
3 people
Take down tents
6 people
Take down tables and chairs
4 people
Sweep the street
4 people
Take waste to the collection point
3 people
Remove traffic signs
3 people
Clean tableware and kitchen equipment
3 people
Store materials dry
2 people
Return rental items
2 people
Distribute leftover food
2 people
Empty and clean coolers
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 70
Beer tablesqty 6
Buffet tablesqty 3
Bar stoolsqty 8
Tableclothsqty 12

Tableware

Reusable platesqty 80
Reusable bowlsqty 50
Reusable cupsqty 120
Wine glassesqty 40
Coffee cupsqty 40
Knivesqty 80
Forksqty 80
Spoonsqty 80
Serving spoonsqty 12
Pliersqty 8

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Mixing bowlsqty 6
Serving plattersqty 12
Serving trays with lidsqty 6
Aluminum barbecueqty 2
Barbecue tongsqty 4
Coolersqty 6
Thermos flasksqty 4
Kettlesqty 2
Coffee machinesqty 2
Gas burnersqty 2
Gas cylindersqty 2

Equipment

Active speakersqty 2
Mixer
Microphone
Speaker standsqty 2
Extension cordsqty 6
Power stripsqty 6

Lighting

String lightsqty 8
Outdoor lightsqty 6
Cable traysqty 8

Decorations

Buntingqty 12
Balloonsqty 150
Balloon pumpqty 2
Table décorqty 12
Chalkboardsqty 6
Chalk markersqty 8

Sports equipment

Outdoor gamesqty 8
Skipping ropesqty 6
Soft ballsqty 8
Sidewalk chalkqty 12

Cleaning

Waste binsqty 6
Litter pickersqty 4
Broomsqty 4
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 4
Hand soap dispensersqty 4
Toilet brushesqty 2

Catering

Groceries

Tips

Start permit and road-closure applications as soon as the date is fixed. Keep time for a response before ordering traffic signs or confirming the final programme.
Tell nearby residents before invitations go out, especially if the street will be closed or music will continue into the evening. A notice several weeks ahead gives people time to respond.
Set a firm registration deadline and use it to build the final visitor list. Collect dietary requirements at the same time, then prepare allergen labels rather than trying to identify dishes during service.
Plan the cold chain for the last 24 hours. Pick up fresh produce close to the event, chill drinks before guests arrive, and check that coolers, thermos flasks and serving equipment are ready.
Treat the road as a separate setup area. Clear the route before placing tables, tents and signs, and check the weather forecast before deciding whether covered seating is sufficient.

Frequently asked questions

How far in advance should I plan a street party?: Start at least 8 to 12 weeks ahead. Set the date and programme first, then apply for permits and a road closure before sending final invitations or ordering traffic signs.
When should I apply for a street party road closure?: Apply as soon as the date and route are known, preferably 8 weeks before the party. Do not assume approval is immediate; wait for confirmation before treating the closure as final.
How much food and drink should I prepare for a street party?: For drinks, allow roughly 2 to 3 drinks per person during the first hour, then about 1 per person per hour. Base food quantities on the confirmed visitor list and separate portions for dietary requirements before serving.
When should I buy food for a street party?: Buy shelf-stable items several days ahead, but collect fresh produce on the day before or the morning of the party. Prepare snacks, cut vegetables and portion sauces close to serving time so they stay fresh.

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.