Village festival checklist: organise it in the right order

A village festival needs more coordination than a regular neighbourhood gathering. You have to align invitations, registrations, dietary requirements, suppliers, volunteers, entertainment and the site itself. Start with permits, music rights and reservations, then confirm numbers before ordering food, drinks and equipment. Use the final week to check deliveries, prepare materials and assign people to specific jobs. This checklist gives you a clear order for the work, including the details that are often left until the last minute.

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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
Process registrations
Collect dietary requirements
Finalize the program
2 people
Check permits
Check music rights
Make reservations
Confirm suppliers
Assign volunteers
2 people
Print contact list
Check the weather forecast
Check the shopping list
2 people
Order groceries
Sort decorations
2 people
Check game materials
2 people
Create a music playlist
Print price lists
Prepare name badges
2 people
Exchange cash
Receive deliveries
2 people
Chill drinks
2 people
Prepare snacks
3 people
Prepare catering
3 people
Inspect the site
2 people
Place waste stations
2 people
Set up tables and chairs
4 people
Build party tents
4 people
Clear the stage
2 people
Set up sound equipment
2 people
Secure power outlets
2 people
Hang decorations
3 people
Set up the welcome desk
2 people
Set up buffet tables
3 people
Set up the bar
3 people
Set up coffee station
2 people
Set up game stations
3 people
Place decorations outside
2 people
Check lighting
2 people
Test microphone
2 people
Replenish sanitary supplies
Do safety rounds
2 people
Brief volunteers
2 people

Event

Welcome visitors
3 people
Check off registrations
2 people
Announce the program
Supervise children's activities
4 people
Supervise the match games
3 people
Serve coffee and tea
2 people
Serve snacks
3 people
Hand out drinks
3 people
Refill drinks
2 people
Restock the buffet
3 people
Operate barbecue
3 people
Serve diet meals
Provide music
Support the stage program
2 people
Operate lighting
Collect waste
2 people
Check toilets
Announce end time
See visitors out
2 people

Aftercare

Turn off the sound equipment
2 people
Store leftovers safely
2 people
Clear the bar stock
2 people
Collect tableware
3 people
Collect trash bags
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Clean up game materials
2 people
Remove decorations
3 people
Clean the grounds
4 people
Wash dishes
3 people
Clean the venue
3 people
Inventory materials
2 people
Return borrowed items
2 people
Have waste removed
Store leftover stock
2 people
Handle the deposit and keys

What to bring

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

Furniture

Party tentsqty 3
Beer tablesqty 8
Foldable tablesqty 6
Folding chairsqty 100
Bar stoolsqty 8
Buffet tablesqty 4
Bar matsqty 2
Dressing room tablesqty 2

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 100
Platesqty 120
Dessert platesqty 100
Knivesqty 120
Forksqty 120
Spoonsqty 100
Serving spoonsqty 12
Small bowlsqty 20

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Serving tongsqty 10
Serving bowlsqty 12
Storage binsqty 12
Thermos flasksqty 6
Kettlesqty 2
Barbecueqty 2
BBQ toolsqty 4
Coolersqty 6
Coolersqty 4

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 2
Microphone standsqty 2
Music player
Extension cordsqty 6
Power stripsqty 6
Cable traysqty 8
Handheld megaphone

Lighting

LED light garlandsqty 6
LED construction lightsqty 4
Battery lanternsqty 6

Decorations

Buntingqty 10
Balloonsqty 150
Balloon pumpsqty 3
Tableclothsqty 14
Welcome sign
Directional signsqty 8
Name badgesqty 120
Program postersqty 12

Sports equipment

Ring toss set
Can toss set
Trash bagsqty 12
Tug of war rope
Footballsqty 4
Conesqty 20
Scoreboardsqty 4
Sidewalk chalkqty 6

Cleaning

Waste binsqty 10
Hand broomsqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 6
Cleaning spongesqty 12

Catering

Groceries

Tips

Collect registrations and dietary requirements before placing the catering order. Set a clear reply deadline, then keep a small buffer for late changes rather than ordering blindly.
Confirm permits, music rights and supplier bookings several weeks before the festival. Recheck every booking once more during the final week, when cancellations or missing documents are still fixable.
Assign volunteers to shifts with named responsibilities, including setup, drinks, waste points and closing. Print the contact list and keep one copy at the welcome or coordination point.
Inspect the site before guests arrive: check the position of party tents, tables, chairs, speakers and waste points. Leave at least 60 minutes for correcting layout or safety problems.
Prepare drinks, food service and payment materials separately. Chill drinks in advance, arrange reusable glasses and serving equipment, and exchange enough cash before the first sales or collections begin.

Frequently asked questions

How far in advance should I organise a village festival?: Start the main planning at least 8 to 12 weeks beforehand. Use that time for invitations, registrations, permits, music rights, reservations, suppliers and volunteer planning. The final week should be reserved for confirmations and practical preparation.
When should I order food and drinks for a village festival?: Place the order after the registration deadline, usually 7 to 10 days before the event. Confirm dietary requirements and expected attendance first, then check the delivery time again during the final week.
How many volunteers do I need for a village festival?: Plan at least one volunteer for each active area per shift, such as welcome, drinks, catering, activities, waste and coordination. For a small village festival, make the shifts 2 to 3 hours long so people are not left covering the whole day.
When should I check the weather for a village festival?: Check the forecast 7 days before the event and again 48 hours and 6 hours beforehand. The last checks give you time to adjust tents, seating, food preparation and volunteer instructions before guests arrive.

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.