Volunteer Day checklist: what to arrange and when

A Volunteer Day runs more smoothly when registrations, access, catering and setup are handled in the right order. Start by confirming the venue and sending invitations, then collect dietary requirements and share the programme with attendees. In the final days, check tables, chairs, tents, lighting, sound and serving equipment. On the day itself, allow time for the buffet, coffee station, information table and volunteer welcome before the scheduled start.

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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
Process registrations
Collect dietary requirements
Send program to attendees
Reserve venue
Collect access and key
Place catering order
Check supplies
2 people
Prepare name badges
2 people
Make welcome sign
Put together the music
Do the shopping
3 people
Chill drinks
2 people
Prepare vegetables and fruit
3 people
Set up tables and chairs
4 people
Build party tents
4 people
Set the tables
3 people
Set out tableware and cutlery
2 people
Set up buffet
4 people
Set up the coffee and tea station
2 people
Hang decorations
3 people
Connect lighting
2 people
Test sound system
Set up information table
2 people

Event

Welcome volunteers
3 people
Hand out name badges
2 people
Serve welcome drinks
3 people
Deliver the welcome speech
Supervise activities
6 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Serve the buffet
5 people
Serve dietary meals separately
2 people
Collect tableware
3 people
Empty trash bins
2 people
Handle the farewell and thank-you moment
2 people

Aftercare

Clear away food and drinks
3 people
Dismantle furniture
4 people
Take down party tents
4 people
Wash dishes
3 people
Clean the venue
4 people
Remove decorations
2 people
Switch off equipment
2 people
Return keys
Return borrowed items
2 people
Store leftover stock
2 people
Take waste to the collection point
2 people
Send thank-you message

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Chairsqty 60
High tablesqty 3
Tableclothsqty 8
Buffet tablesqty 3

Tableware

Reusable drinking glassesqty 70
Platesqty 70
Cutlery setsqty 70
Coffee cupsqty 60
Serving plattersqty 10

Equipment

Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 4
Coolersqty 4
Portable speakersqty 2
Extension cordsqty 4
Power stripsqty 3

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Serving spoonsqty 8

Decorations

Buntingqty 6
Balloonsqty 50
Table décorqty 8
Welcome signsqty 2

Lighting

String lightsqty 4
LED work lightsqty 2

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2

Materials

Name badgesqty 60
Waterproof markersqty 10
Roll of masking tapeqty 6
Flip chartsqty 4

Catering

Groceries

Tips

Send invitations early enough to process registrations and collect dietary requirements before placing the catering order. Use the final registration count to plan food, drinks and seating rather than estimating on the day.
Confirm venue access and collect the key or access instructions at least 48 hours before Volunteer Day. This prevents the setup team from arriving with tables, tents and equipment but no way inside.
Set up power and lighting before decorating or arranging the information table. Test portable speakers, extension cords, power strips, string lights and LED work lights while there is still time to fix a missing connection.
Prepare the coffee and tea station separately from the buffet, including coffee cups, kettles, coffee machines or hot drink urns. Chill drinks and prepare fruit and vegetables before guests arrive so the serving area is ready from the start.
Assign a small welcome team and place name badges, the welcome sign and programme together at the entrance. Keep the information table visible, with one person available to greet volunteers during the first 15 minutes.

Frequently asked questions

How far in advance should I send Volunteer Day invitations?: Send invitations at least 3 to 4 weeks before the event. Set a registration deadline about 7 days before Volunteer Day so you can confirm numbers, dietary requirements and catering.
When should I place the Volunteer Day catering order?: Place the catering order after registrations close, usually 5 to 7 days before the event. Confirm the final headcount and dietary requirements with the caterer before ordering.
How long does Volunteer Day setup take?: Allow at least 2 to 3 hours for setup, especially when you need to build party tents, arrange tables and chairs, prepare the buffet and coffee station, and test sound and lighting.
What should I check the day before Volunteer Day?: The day before, check venue access, supplies, catering, name badges, signage and equipment. Also confirm that drinks are ready to chill and that extension cords, power strips and lighting are available.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.