Village festival checklist: what to arrange and when

A village festival needs more than a programme and a few tables. You need to confirm the location, check permits, coordinate performers and volunteers, and collect dietary requirements before the invitations go out. This checklist covers the practical sequence, from early planning to final site inspection. It also helps prevent late problems with power, sound equipment, chilled drinks, fresh food and waste points on the day.

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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 date and location
2 people
Compile program
3 people
Check the permit
Make reservations
2 people
Draft invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Confirm performances
2 people
Check the weather forecast
Create the final visitor list
2 people
Check the shopping list
2 people
Do the shopping
3 people
Collect fresh produce
2 people
Collect materials
3 people
Test equipment
2 people
Chill drinks
2 people
Wash fruits and vegetables
2 people
Prepare snacks
4 people
Set out sandwiches and fillings
3 people
Prepare coffee and tea
2 people
Inspect the site
2 people
Mark waste points
Check power outlets
2 people
Build party tents
6 people
Set up tables
4 people
Set up chairs
4 people
Set up buffet tables
3 people
Set up beverage tables
2 people
Hang decorations
4 people
Put up the welcome sign
Hang string lights
3 people
Connect the sound system
2 people
Test the music
2 people
Set out game materials
3 people
Set out tableware and cutlery
3 people
Check toilets
2 people
Set out first aid kit
Brief volunteers
2 people
Set up the register and change
2 people
Carry out the final safety check
2 people

Event

Welcome visitors
3 people
Register sign-ups
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Supervise children's activities
4 people
Guide the game round
3 people
Provide music
2 people
Announce the program
Guide the performances
2 people
Restock the buffet
3 people
Refill drinks
3 people
Clear tables in between
3 people
Collect tableware
2 people
Empty trash bins
2 people
Clean the toilets between times
2 people
Check the lighting and power
Announce the final round
See visitors out
3 people
Turn off the music

Aftercare

Cool perishable leftovers
2 people
Collect waste
4 people
Clear tables and chairs
5 people
Take down party tents
6 people
Remove decorations
3 people
Pack up the sound system
2 people
Tidy away game materials
2 people
Wash dishes
3 people
Clean the kitchen
3 people
Clean the grounds
4 people
Thoroughly clean the toilets
2 people
Sort materials
3 people
Return borrowed items
2 people
Distribute leftover food
2 people
Dispose of waste
2 people
Collect lost property
Hand over the venue
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 12
Chairsqty 100
Buffet tablesqty 4
Drink tablesqty 3
Folding chairsqty 10
Clothes racksqty 2

Tableware

Reusable platesqty 120
Reusable bowlsqty 60
Reusable glassesqty 150
Coffee cupsqty 80
Knivesqty 120
Forksqty 120
Spoonsqty 100
Serving spoonsqty 12
Scissorsqty 4

Equipment

Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2
Refrigeratorsqty 2
Speakersqty 2
Mixer
Microphonesqty 2
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 6
Rechargeable batteriesqty 12

Kitchen

Cutting boardsqty 6
Kitchen knivesqty 6
Mixing bowlsqty 6
Serving plattersqty 12
Serving trays with lidsqty 8
Thermos flasksqty 6
Water jugsqty 6
Bottle openersqty 4
Pliersqty 8
Measuring cupsqty 3
Ice packsqty 20

Decorations

Buntingqty 12
Balloonsqty 150
Balloon pumpqty 2
Tableclothsqty 12
Welcome sign
Chalkboardsqty 4
Chalk markersqty 8

Lighting

String lightsqty 6
LED lampsqty 8
Flashlightsqty 4

Sports equipment

Ballsqty 8
Hoopsqty 6
Skipping ropesqty 6
Conesqty 20
Tug of war rope
Game cardsqty 4

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Trash binsqty 10
Litter pickersqty 4

Safety

First aid kits
Fire extinguishersqty 2
Barrier tapeqty 2
Cable matsqty 6

Organization

Flip chartsqty 6
Name stickersqty 120
Pensqty 20
Clipboard foldersqty 6
Cash box
Payment terminal
Walkie-talkiesqty 4

Catering

Groceries

Tips

Confirm the date, location and permit requirements before sending invitations. Allow at least 6 to 8 weeks for permit checks and reservations, especially if the festival uses tents, amplified sound or public space.
Build the programme before assigning volunteers. Give each activity a named person, then keep at least two people available for setup, visitor questions and unexpected gaps.
Set a clear deadline for registrations and dietary requirements, ideally 7 days before the festival. Use the final visitor list to check seating, reusable tableware, drinks and food quantities.
Test speakers, microphones, the mixer, coffee makers and kettles at least 24 hours beforehand. Check every power point, extension cable and power strip rather than assuming the venue has enough connections.
Do the site inspection on the morning of the event, before guests arrive. Mark waste points, check tent and table placement, and keep chilled drinks, fresh ingredients and prepared snacks in separate, easy-to-reach areas.

Frequently asked questions

How far in advance should I organise a village festival?: Start planning 6 to 8 weeks in advance. Confirm the date and location first, then check permits, reserve equipment or performers, and send invitations once the main programme is stable.
When should invitations for a village festival be sent?: Send invitations 4 to 6 weeks before the event, with a registration deadline about 7 days before it starts. That leaves time to process replies, collect dietary requirements and create the final visitor list.
How many volunteers do I need for a village festival?: Plan at least 1 volunteer for every 25 to 30 visitors, plus 2 people dedicated to setup and practical problems. Add extra cover if the programme has several performances, food service points or separate activity areas.
When should I prepare food and chill drinks?: Chill drinks and prepare non-perishable items the day before. Wash vegetables and fruit, prepare snacks, and set out bread and fillings on the event day, keeping chilled food refrigerated until shortly before serving.

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.