Village festival checklist: what to arrange and when

A village festival needs more than a programme and a food table. This checklist helps you work through the practical jobs in a sensible order, from booking the location and checking permits to assigning volunteers and preparing the site. It also covers details people often leave too late, such as toilet checks, waste collection, dietary requirements, rental confirmations and a rain plan. Use the task and equipment lists below to keep responsibilities visible and avoid last-minute gaps.

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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

Send invitations
2 people
Reserve venue
Check permits
Check insurance
Book music and entertainment
Approach volunteers
2 people
Process registrations
Finalize the program
2 people
Book catering
Collect dietary requirements
Create the final visitor list
Create volunteer schedule
2 people
Arrange first aid contact
Arrange waste collection
Check toilets
Check the weather forecast
Create a rain backup plan
2 people
Prepare the layout
Make a shopping list
2 people
Confirm rental items
Publish the program
Communicate route and parking
Purchase decorations
2 people
Buy non-food supplies
2 people
Prepare name badges
2 people
Make signs and wayfinding
2 people
Create a music playlist
Check materials
2 people
Clean coolers
2 people
Pick up groceries
2 people
Wash fruits and vegetables
2 people
Prepare snacks
4 people
Prepare salads
3 people
Marinate meat and vegetarian products
2 people
Sort materials by mail
3 people
Open venue
2 people
Check power outlets
2 people
Set up tents
6 people
Set up tables and chairs
4 people
Set up buffet tables
3 people
Set up the bar
3 people
Fill coolers
2 people
Hang decorations
3 people
Connect sound equipment
2 people
Connect lighting
2 people
Set out game materials
3 people
Set up information table
2 people
Set up access and signage
2 people
Arrange snacks on platters
3 people
Chill drinks
2 people
Set up coffee and tea station
2 people
Brief volunteers
2 people
Do the final safety check
2 people

Event

Welcome visitors
4 people
Announce the program
Serve coffee and tea
2 people
Serve snacks
3 people
Supervise children's activities
4 people
Hand out drinks
3 people
Refill drinks
2 people
Restock the buffet
3 people
Operate barbecue
4 people
Serve diet meals separately
2 people
Clear tables
3 people
Empty trash bins
2 people
Check toilets
Provide music
Check the lighting
Announce the final round
Guide visitors to the exit
3 people

Aftercare

Turn off the sound equipment
2 people
Store food and drinks safely
3 people
Clear tables and chairs
4 people
Collect waste
4 people
Wash dishes
3 people
Clean the venue
4 people
Clean the restrooms
2 people
Take down tents
6 people
Remove decorations
3 people
Sort materials
3 people
Return rental items
2 people
Distribute leftover food
2 people
Take waste to the collection point
2 people
Collect lost and found items
Hand over the venue
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 120
High tablesqty 6
Tableclothsqty 12
Bar unit

Tableware

Reusable platesqty 150
Reusable bowlsqty 80
Reusable glassesqty 180
Coffee cupsqty 80
Cutlery setsqty 150
Serving plattersqty 18
Serving spoonsqty 12

Kitchen

Barbecuesqty 3
Gas cylindersqty 4
Coolersqty 8
Thermos flasksqty 8
Cutting boardsqty 6
Chef's knifeqty 4
Measuring cupsqty 3
Pliersqty 8
Aluminum grill traysqty 12

Equipment

Portable speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 4
Batteriesqty 24

Lighting

String lightsqty 8
LED lampsqty 10

Decorations

Buntingqty 12
Balloonsqty 150
Balloon pumpqty 2
Table décorqty 12
Name badgesqty 150
Tapeqty 8
Cable tiesqty 100

Sports equipment

Conesqty 20
Footballsqty 4
Tug of war rope
Skipping ropesqty 8
Prize Giftsqty 30

Cleaning

Waste binsqty 10
Bucketsqty 6
Mopsqty 6
Broom setsqty 4
Dustpan and brushqty 4
Cleaning glovesqty 12

Catering

Groceries

Tips

Check permits, insurance and the venue booking before sending invitations. Allow at least 6 to 8 weeks for approvals or follow-up questions, especially if you need amplified music, temporary structures or food service.
Set a firm RSVP deadline and close the final visitor list 7 to 10 days before the festival. Use that number to confirm catering, seating, name badges, dietary requirements and the volunteer rota.
Confirm every hired item one week before setup, including partytents, tables, chairs, bar equipment, toilets and sound equipment. On delivery day, check quantities against the booking before the supplier leaves.
Build the rain plan around the actual site layout, not just the forecast. Decide where partytents, tables, speakers, power cables and food preparation will go, and check the weather again 48 hours before the event.
Assign one named person to each operational area for the day: first aid, toilets, waste, parking, catering, programme changes and equipment. Share the site map and emergency contact details with volunteers at least 24 hours in advance.

Frequently asked questions

How far in advance should I plan a village festival?: Start at least 8 to 12 weeks ahead for a small village festival. Book the location, check permits and insurance, reserve entertainment and catering, and recruit volunteers before publishing the full programme.
When should I send village festival invitations?: Send invitations 4 to 6 weeks before the event, with a clear RSVP deadline. Close the final visitor list 7 to 10 days beforehand so you can confirm food quantities, dietary needs, seating and name badges.
How much food and drink do I need for a village festival?: Base food quantities on the confirmed visitor list and add a 10% buffer for late additions and larger portions. For the first hour, plan roughly 2 to 3 drinks per person, then adjust for the event length and weather.
When should I make a rain plan for a village festival?: Prepare the rain plan at least 2 weeks before the festival, then review it 48 hours beforehand using the latest forecast. Confirm where guests, food, entertainment, power equipment and volunteers will move if outdoor areas become unusable.

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.