Village festival checklist: plan the day without last-minute gaps
A village festival brings together stalls, music, food, volunteers and visitors in one shared space. This checklist helps you work through the practical details in order, from confirming the date and checking permits to setting up tents, tables, barriers and power. Pay particular attention to deliveries, dietary requirements, booth spaces and the site inspection: these are easy to leave until the final week. The full plan covers 76 tasks and 59 items, so you can use it as a working schedule rather than relying on memory.
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
Make reservations
Check permits
Compile program
3 people
Approach participating booths
2 people
Finalize the music program
2 people
Send invitations
3 people
Process registrations
2 people
Collect dietary requirements
2 people
Assign volunteers
2 people
Allocating booth spaces
2 people
Create floor plan
Set traffic route
2 people
Inform the neighborhood
2 people
Hang up promotion
3 people
Confirm deliveries
2 people
Check the inventory list
2 people
Finalize shopping list
2 people
Do the shopping
4 people
Collect drinks and chilled goods
3 people
Collect materials
4 people
Inspect the site
3 people
Put up barriers
4 people
Set up tents
6 people
Set up tables
5 people
Set up chairs
4 people
Clear the stage
3 people
Set up sound equipment
3 people
Test microphones
2 people
Hang lighting
3 people
Hang decorations
4 people
Put up the information board
2 people
Set up the registration table
2 people
Set up food stall
4 people
Chill drinks
3 people
Prepare coffee and tea
2 people
Prepare snacks
4 people
Prepare allergen information
2 people
Set up waste stations
3 people
Check toilets
2 people
Conduct a safety check
3 people
Brief volunteers
3 people
Event
Welcome visitors
4 people
Register sign-ups
2 people
Announce the program
Supervise children's activities
4 people
Distribute game materials
2 people
Guide the performances
2 people
Serve snacks
4 people
Serve drinks
4 people
Serve coffee and tea
2 people
Refill drinks
3 people
Refill snacks
3 people
Keep tables clean
3 people
Empty trash bins
2 people
Restock toilets
2 people
Do site rounds
2 people
Turn on lighting
Announce the final program item
Wave goodbye to visitors
4 people
Aftercare
Turn off the sound equipment
2 people
Store food safely
3 people
Clear away drinks
3 people
Collect waste
5 people
Take down tables and chairs
6 people
Take down tents
6 people
Remove decorations
4 people
Wash dishes
4 people
Clean the kitchen
3 people
Clean the grounds
5 people
Clean the restrooms
2 people
Return materials
3 people
Return sound equipment
2 people
Sort remaining stock
2 people
Collect lost and found items
2 people
Return keys and access passes
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 4
- Foldable tablesqty 12
- Folding chairsqty 80
- Beer tablesqty 8
- Tableclothsqty 16
- Clothes racksqty 2
Equipment
- Speakersqty 2
- Mixer
- Microphonesqty 3
- Microphone standsqty 3
- Extension cordsqty 8
- Power stripsqty 6
- Coolersqty 6
- Thermos flasksqty 6
- Coffee machinesqty 2
- Kettlesqty 2
- Handheld megaphone
Lighting
- String lightsqty 8
- LED lampsqty 10
- Battery lanternsqty 6
Tableware
- Reusable cupsqty 250
- Coffee cupsqty 100
- Platesqty 150
- Cutlery setsqty 150
- Serving plattersqty 20
- Serving spoonsqty 12
- Pliersqty 10
Kitchen
- Cutting boardsqty 6
- Chef’s knives and bread knivesqty 8
- Measuring cupsqty 3
- Mixing bowlsqty 6
- Large frying pansqty 3
- Gas burnersqty 3
- Gas cylindersqty 3
- Aluminum baking traysqty 6
- Cooling matsqty 6
Decorations
- Buntingqty 12
- Balloon archesqty 3
- Table décorqty 16
- Program postersqty 20
- Directional signsqty 12
- Name badgesqty 100
- Chalkboardsqty 6
Sports equipment
- Ballsqty 12
- Ring toss setsqty 3
- Tug-of-war ropesqty 2
- Skipping ropesqty 8
- Sidewalk chalk setsqty 6
Cleaning
- Waste binsqty 12
- Dustpan and brushqty 4
- Broom setsqty 4
- Mopsqty 3
- Bucketsqty 4
- Cleaning glovesqty 12
- Hand soap dispensersqty 6
- Sanitizer pumpsqty 6
- Toilet brushesqty 4
- Towel dispensersqty 4
Catering
- Groceries
Tips
- Confirm the date, location and permits before inviting stallholders or publishing promotion. Permit requirements and site restrictions can affect the layout, sound system and opening times.
- Build the programme before assigning booth spaces. Reserve enough room for tents, tables, visitor traffic and a clear route for deliveries, then share the floor plan with participating booths and volunteers.
- Collect dietary requirements with registrations and pass the final count to whoever is handling food and drinks. Close changes several days before shopping so quantities, chilled goods and serving equipment can be checked together.
- Test the music setup on site before festival day, including speakers, mixer, microphones, stands, extension cords and power strips. Keep cables out of traffic routes and confirm where electricity is available before placing tents and tables.
- Schedule a site inspection before setup and a second inventory check when deliveries arrive. Check barriers, lighting, coolers, thermos flasks, reusable cups and serving equipment before volunteers begin their shifts.
Frequently asked questions
- How far in advance should I start organising a village festival?
- Start at least 8 to 12 weeks before the festival. Confirm the date, location, permits and reservations first; then allow time for the programme, stallholders, registrations, volunteers and promotion.
- When should I finalise the village festival programme?
- Aim to finalise the programme 2 to 3 weeks before the event. That gives you time to complete booth allocations, publish accurate information and check the music equipment and running order.
- How many volunteers do I need for a village festival?
- Plan at least 1 volunteer for each active area or shift, plus 2 people who can handle breaks, deliveries and unexpected problems. Assign roles before the final week and send each person their start time and location.
- When should I check the village festival equipment and supplies?
- Check the inventory 3 to 5 days before the festival, then inspect deliveries as they arrive. Do a final site and equipment check on the setup day, including tents, tables, power, lighting, drinks and serving items.
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.
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