Village festival checklist: what to arrange and when

A village festival brings together a programme, stalls, food, volunteers and outdoor facilities, so small omissions can cause delays on the day. This checklist covers the work from choosing the date and checking the grounds to handling registrations, preparing refreshments and setting up tables and tents. Start with permissions and suppliers, then confirm people and quantities before buying or collecting anything. Leave enough time for weather checks, power connections and a final walk around the site.

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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
Check the venue and grounds
2 people
Arrange permits and notifications
Make reservations
Confirm suppliers
Draft invitations
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Assign volunteers
2 people
Publish the program
Check the weather forecast
Check the shopping list
2 people
Do the shopping
3 people
Pick up drinks
2 people
Collect materials
3 people
Fill coolers
2 people
Prepare snacks
4 people
Wash and cut vegetables
2 people
Prepare sandwiches
3 people
Set out coffee and tea
2 people
Distribute stall supplies
2 people
Check the grounds for litter
3 people
Build party tents
6 people
Set up tables
4 people
Set out chairs
4 people
Set up buffet tables
3 people
Chill drinks
3 people
Set up the bar
3 people
Set out tableware and cutlery
2 people
Hang decorations
4 people
Set up a stage-free dance floor
3 people
Connect sound equipment
2 people
Test music and microphone
2 people
Test the lighting
2 people
Check toilets
2 people
Place waste stations
2 people
Put up the information board
Set out first aid kit
Do a final site round
3 people

Event

Welcome visitors
4 people
Explain the program
Serve coffee and tea
3 people
Serve snacks
4 people
Supervise children's activities
4 people
Manage game equipment
2 people
Provide music
Hand out drinks
3 people
Refill drinks
2 people
Restock the buffet
3 people
Keep the bar workspace clean
2 people
Collect used dishes
2 people
Empty trash bins
2 people
Check toilets periodically
Turn on lighting
Announce the final round
Wave goodbye to visitors
3 people
Turn off the music

Aftercare

Pack leftovers safely
3 people
Chill refrigerated items back down
2 people
Wash dishes
4 people
Clear litter from the grounds
5 people
Clear tables and chairs
5 people
Take down party tents
6 people
Remove decorations
3 people
Dismantle Sound Equipment
2 people
Dismantle lighting
2 people
Sort remaining stock
2 people
Dispose of waste separately
3 people
Clean the grounds
4 people
Return materials
3 people
Return borrowed items
2 people

What to bring

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

Furniture

Party tentqty 3
Folding tableqty 10
Chairqty 100
Bar stoolqty 6
Buffet tableqty 4
Tableclothqty 12
Table clampqty 24
Clothing rack

Tableware

Reusable glassqty 150
Wine glassqty 40
Coffee cupqty 60
Platterqty 60
Plateqty 120
Cupqty 40
Knifeqty 120
Forkqty 120
Spoonqty 80
Serving spoonqty 12
Serving platterqty 12
Serving trayqty 6

Equipment

Cool boxqty 6
Coffee makerqty 2
Kettleqty 2
Portable speakerqty 2
Wireless microphone
Microphone stand
Power stripqty 6
Extension cordqty 6
Rechargeable batteryqty 4
Cooling packqty 24

Kitchen

Cutting boardqty 6
Chef's knifeqty 4
Bread knifeqty 2
Mixing bowlqty 6
Measuring cupqty 2
Pliersqty 6
Kitchen scissorsqty 2
Serving tongsqty 8
Aluminum foil dispenser
Thermosqty 6
Ice scoopqty 2

Decorations

Buntingqty 12
Balloonsqty 150
Balloon pumpqty 2
Table décorqty 12
Program boardqty 2
Arrow signqty 8
Chalkboardqty 4
Chalk markerqty 8

Lighting

String lightsqty 8
LED lampqty 12
Battery lanternqty 6

Sports equipment

Soft ballqty 12
Ring toss setqty 2
Sidewalk chalkqty 12
Jump ropeqty 6
Marker coneqty 24
Bubble solutionqty 12

Cleaning

Waste binqty 12
Litter pickerqty 4
Broomqty 4
Dustpan and brushqty 4
Mopqty 4
Bucketqty 4
Cleaning spongeqty 12
Soap dispenserqty 4
Hand sanitizerqty 6
First aid kit
Work gloveqty 12
Foldable crateqty 12
Broomstickqty 2

Catering

Groceries

Tips

Start permits, venue checks and supplier bookings as soon as the date and programme are agreed. Keep a written confirmation for each reservation, especially when several activities share the same grounds.
Set a registration deadline at least 7 days before the festival. Use the final numbers to plan dietary requirements, sandwiches, vegetables, drinks, reusable glasses and tableware instead of guessing on the morning.
Assign volunteers to specific time slots and jobs, including stall supplies, refreshments, setup and litter checks. For a small village festival, confirm each person again 2 to 3 days beforehand so gaps are found before the event.
Check the forecast 48 hours before opening and again on the morning itself. Party tents, tables and tablecloths need a secure setup, while extension cords, power strips, rechargeable batteries and cooling packs should be checked before equipment is placed outside.
Prepare food and drinks in stages: wash and cut vegetables, make sandwiches, fill coolers and set out coffee and tea close to service time. Collect drinks and materials early enough to allow at least 60 minutes for setup and a final site check.

Frequently asked questions

How far in advance should I plan a village festival?: Set the date and outline the programme at least 8 to 12 weeks ahead. Use the first weeks for venue checks, permits, reservations and supplier confirmations, then handle invitations, registrations and volunteer planning.
When should village festival invitations be sent?: Send invitations around 4 to 6 weeks before the festival, with a clear registration deadline about 7 days before the event. That gives you time to collect dietary requirements and adjust food, seating and supplies.
How many volunteers do I need for a village festival?: Plan at least one named volunteer for each active area, such as stalls, refreshments, entrance or programme support, plus 2 to 3 people for setup and cleanup. Confirm the rota 2 to 3 days before the festival and assign handover times.
When should I set up tents and tables for a village festival?: Set up party tents, tables and seating on the day before when the venue and weather allow it; otherwise begin at least 3 hours before opening. Reserve the final 30 minutes for food, drinks, sound equipment and a litter check.

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