Winter festival checklist: what to arrange and when

A winter festival needs more than stalls, food and decorations. You also need to secure the date and location, check permits, arrange heating and lighting, and keep food and drinks safe in cold conditions. This checklist follows the work from early planning through event-day setup. Use it to coordinate registrations, suppliers, volunteers, signage, catering and the final weather check without leaving critical details 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

Confirm date and location
2 people
Check permits
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Reserve suppliers
Order catering
2 people
Reserve heating
Reserve lighting
Create a music playlist
Create the program
2 people
Assign volunteers
Record emergency response contacts
Check the weather forecast
Check stock
2 people
Do the shopping
3 people
Store groceries refrigerated
2 people
Prepare materials
3 people
Prepare name badges
2 people
Print menus
Make route signs
2 people
Mark the stall layout
2 people
Set up tents
6 people
Set up tables
4 people
Set up chairs
4 people
Set up heating
3 people
Hang lighting
3 people
Tape down power cables
2 people
Hang up decorations
3 people
Set up the information desk
2 people
Set up the cash register
2 people
Hang up stall prices
2 people
Prepare snacks
5 people
Make soup and hot chocolate
3 people
Chill drinks
3 people
Set up buffet
4 people
Set out tableware
2 people
Place waste stations
2 people
Check toilets
Test sound
2 people
Brief volunteers
2 people

Event

Open the entrance
3 people
Welcome visitors
4 people
Announce the program
Staff the cash register
2 people
Staff the information desk
2 people
Serve hot drinks
3 people
Serve soup
2 people
Serve snacks
3 people
Refill drinks
2 people
Keep the buffet tidy
2 people
Empty trash bins
2 people
Clean toilets in between
Check the lighting
Check heating
Provide music
Supervise winter activity
3 people
Round of hot drinks
2 people
Announce the final round
Guide visitors to the exit
3 people
Close the register
2 people

Aftercare

Clear the buffet
4 people
Collect tableware
3 people
Sort waste
3 people
Clear tables and chairs
5 people
Remove decorations
3 people
Dismantle lighting
3 people
Turn off heating
2 people
Take down tents
6 people
Sweep the venue
3 people
Clean the kitchen
3 people
Thoroughly clean the toilets
2 people
Inventory materials
2 people
Empty coolers
2 people
Wash dishes
3 people
Return rented materials
2 people
Store leftover food
2 people
Dispose of waste
2 people
Collect lost and found items

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 8
Tablesqty 12
Folding chairsqty 80
Bar stoolsqty 12
Table skirtsqty 12
Changing room screensqty 2
Clothes racksqty 4

Tableware

Reusable glassesqty 180
Coffee cupsqty 100
Soup bowlsqty 120
Platesqty 150
Forksqty 160
Knivesqty 160
Spoonsqty 160
Teaspoonsqty 120
Serving plattersqty 20
Thermos flasksqty 10

Kitchen

Soup kettlesqty 3
Food warmersqty 4
Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Measuring cupsqty 4
Serving spoonsqty 8
Pliersqty 8
Bottle openersqty 4
Coolersqty 6
Ice containersqty 4

Equipment

Coffee machinesqty 3
Kettlesqty 4
Refrigeratorsqty 2
Payment terminalsqty 2
Extension cordsqty 8
Power stripsqty 8
Bluetooth speakersqty 2
Microphone
Music player
Patio heatersqty 4
Fire extinguishersqty 2
First aid kitsqty 2
Walkie-talkiesqty 6
Cash boxesqty 2
Table scalesqty 2

Lighting

String lightsqty 12
LED lampsqty 16
Lanternsqty 12
Batteriesqty 24

Decorations

Christmas treesqty 3
Christmas baublesqty 60
Christmas garlandsqty 12
Winter flagsqty 20
Artificial snowqty 6
Decorative wreathsqty 8
Menu boardsqty 8
Table décorqty 20
Name badgesqty 180
Directional signsqty 12
Arrow stickersqty 30

Cleaning

Broomqty 4
Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8
Waste binsqty 12
Waste binsqty 4
Paper towel dispensersqty 4
Toilet brushesqty 4

Catering

Groceries

Tips

Confirm the date, location and permits before inviting anyone. Aim to have the basic site plan and supplier availability settled at least 8 weeks before the festival.
Collect dietary requirements when people register, then give the final numbers to catering no later than 7 days before the event. This also helps you plan soup, hot drinks and serving equipment.
Book heating and lighting early, especially if the festival uses party tents or market stalls. Check both power requirements and where equipment can be placed before the layout is fixed.
Create the program and assign volunteers at least 2 weeks ahead. Give each person a specific shift and record emergency contacts so no one has to search for instructions during the event.
Do the final stock and weather check 24 hours before opening. Refrigerate groceries, prepare signs and name badges, and confirm that tables, chairs, tents, thermos flasks and hot-food equipment are ready for setup.

Frequently asked questions

How far in advance should I start planning a winter festival?: Start at least 8 to 12 weeks before the festival. Use the first two weeks to confirm the date, location and permits, then reserve suppliers, heating, lighting and catering before sending final event details.
When should I order catering for a winter festival?: Place the main catering order 2 to 4 weeks before the event, based on current registrations. Send the final guest count and dietary requirements 7 days before serving.
How much heating do I need for outdoor festival tents?: Check the heating requirement with the supplier after measuring each tent and counting expected guests. Reconfirm the equipment and power needs 7 days before the event, then test placement during setup.
What should I check the day before a winter festival?: Check the weather forecast, stock, supplier arrival times and volunteer contacts 24 hours beforehand. Refrigerate groceries, prepare printed materials and confirm that tents, tables, chairs, lighting and hot-drink equipment are available.

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.