Winter festival checklist and planning guide

A winter festival needs more than a date, decorations and hot drinks. You need to secure the venue and permissions early, confirm attendance, plan the programme, and arrange enough equipment for both serving and sound. This checklist takes you from the first arrangements to the final weather check. It also covers details that are easy to leave too late, such as dietary requirements, volunteer schedules, name badges, chilled drinks and tested extension leads.

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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

Record date and times
2 people
Reserve venue
Check permits
Reserve sound equipment
Make catering arrangements
2 people
Draft invitations
2 people
Send invitations
2 people
Register sign-ups
Send reminder
Collect dietary requirements
Confirm the number of visitors
Set up the room layout
2 people
Work out the program and times
2 people
Schedule volunteers
Print contact list
Prepare name badges
2 people
Check the shopping list
2 people
Do the shopping
3 people
Collect fresh produce
2 people
Chill drinks
2 people
Prepare snacks
4 people
Prepare soup
2 people
Sort decorations
2 people
Test equipment
2 people
Check the weather forecast

Event

Open hall
2 people
Set up tables
4 people
Set up chairs
4 people
Set up buffet tables
3 people
Set up the reception desk
2 people
Set up coat check area
2 people
Hang decorations
4 people
Hang decorative lighting
3 people
Connect the music
2 people
Test microphone
2 people
Set up coffee station
2 people
Set out drinks
3 people
Set out snacks
3 people
Keep soup warm
2 people
Staff the registration desk
2 people
Welcome visitors
3 people
Hand out name badges
2 people
Serve coffee and tea
2 people
Serve hot chocolate
2 people
Supervise children's activity
3 people
Host the winter quiz
2 people
Provide the music program
2 people
Serve snacks
3 people
Refill drinks
2 people
Open the buffet
2 people
Restock the buffet
3 people
Serve diet meals
2 people
Read aloud the Christmas story
Hand out prizes
2 people
Support the dance floor
2 people
Announce the final round
Wave goodbye to visitors
3 people
Collect lost and found items

Aftercare

Collect tableware
3 people
Collect waste
3 people
Clear away food and drinks
3 people
Switch off equipment
2 people
Remove decorations
3 people
Clear tables and chairs
4 people
Wash dishes
3 people
Clean the room
4 people
Clean the restrooms
2 people
Take out the trash
2 people
Dry and store materials
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Tablesqty 12
Chairsqty 110
Foldable tablesqty 4
Coat racksqty 3
Blanketsqty 12

Tableware

Dinner platesqty 120
Dessert platesqty 120
Coffee cupsqty 100
Glassesqty 150
Coffee spoonsqty 100
Cutlery setsqty 120
Serving plattersqty 12
Serving spoonsqty 8
Thermos flasksqty 8

Kitchen

Soup kettlesqty 3
Serving spoonsqty 6
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Measuring cupsqty 3
Coolersqty 6
Hot traysqty 6

Equipment

Coffee machinesqty 3
Kettlesqty 3
Refrigeratorsqty 2
Speakersqty 2
Mixer
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 6

Lighting

String lightsqty 8
LED lampsqty 12

Decorations

Christmas treesqty 2
Christmas baublesqty 80
Buntingqty 12
Christmas wreathsqty 4
Table décorqty 12
Name badgesqty 120
Balloonsqty 100
Tapeqty 6
Ropeqty 2
Scissorsqty 6

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the date, times and venue before sending invitations. Check permits at the same stage, because approval can affect the layout, capacity and programme.
Confirm attendance at least one week before the festival, then use the final number to adjust catering, seating, name badges and tableware. Send a reminder before you close registrations.
Plan the programme in timed blocks and give each volunteer a clear shift. Print a contact list so coordinators are not relying on phones during setup.
Prepare hot food and drinks with service in mind: use soup kettles, thermos flasks and hot trays, and allow enough serving spoons, cups and plates for the confirmed attendance.
Check the weather forecast 48 hours before opening and test speakers, microphones, coffee machines, kettles, extension cords and power strips before guests arrive. Put coats, blankets and lighting where people can find them quickly.

Frequently asked questions

How far in advance should I plan a winter festival?: Reserve the venue and check permits at least 8 to 12 weeks ahead. Send invitations once the date, times and location are confirmed, then finalise attendance about 7 days before the event.
How many volunteers do I need for a winter festival?: Plan at least 1 coordinator for every 5 to 8 volunteers, with separate cover for welcome, food service, programme support and cleanup. Publish shifts at least 2 weeks in advance so gaps can be filled.
When should I buy food and drinks for a winter festival?: Buy shelf-stable items and drinks 3 to 5 days before the festival. Collect fresh produce on the day before or the morning of the event, and chill drinks several hours before guests arrive.
When should I check the weather for a winter festival?: Check the forecast 48 hours before the event and again on the morning itself. Use the result to confirm clothing, blankets, lighting, access arrangements and any changes to the programme.

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.