Women’s Day Festival checklist: what to arrange and when

A Women’s Day Festival usually combines talks, performances, workshops and shared food, so small delays can affect the whole programme. This checklist takes you from confirming the date and venue to opening the doors, with clear checkpoints for speakers, registrations, volunteers, equipment and room setup. Use it to keep workshop materials, dietary information and the run sheet under control before guests arrive. The final setup is easier when the registration desk, signage and sound check have their own time slots.

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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
Compile program
3 people
Book speakers and performers
2 people
Make reservations
2 people
Send invitations
2 people
Post promotion on social media
2 people
Distribute posters
3 people
Process registrations
2 people
Collect dietary requirements
2 people
Inform workshop facilitators
2 people
Assign volunteers
2 people
Print the run sheet
Prepare signage
2 people
Prepare name badges
2 people
Compile the music playlist
Collect presentations
2 people
Sort materials by workshop
3 people
Do the shopping
3 people
Prepare snacks
4 people
Chill drinks
2 people
Open venue
2 people
Test the equipment
2 people
Set up tables
4 people
Set out chairs
4 people
Set up registration desk
2 people
Set up buffet
4 people
Set up the coffee and tea station
2 people
Hang decorations
3 people
Set up workshop rooms
4 people
Set up info tables
3 people
Hang up the program clearly
2 people
Brief volunteers
3 people

Event

Welcome speakers
2 people
Register visitors
3 people
Hand out name badges
2 people
Host the opening
2 people
Make program announcements
Moderate the panel discussion
2 people
Lead the creative writing workshop
2 people
Lead the self-defense workshop
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Restock the buffet
3 people
Show allergy information
Support the live performance
2 people
Lead the networking round
3 people
Host the quiz
2 people
Provide music
Do a toilet and trash round
2 people
Collect lost and found items
See off guests and manage departure
3 people

Aftercare

Cover food and drinks
2 people
Switch off equipment
2 people
Remove decorations
3 people
Put furniture back
4 people
Sort and remove waste
3 people
Collect tableware
3 people
Wash dishes
3 people
Clean the venue
4 people
Pack supplies
2 people
Return rental items
2 people
Distribute leftover food
2 people
Handle lost and found
Send thank-you message
2 people

What to bring

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

Furniture

Tablesqty 12
Chairsqty 90
Bar stoolsqty 8
Clothes racksqty 2
Waste binsqty 6
Parasolqty 2

Tableware

Reusable platesqty 100
Reusable bowlsqty 40
Reusable cupsqty 120
Wine glassesqty 80
Coffee cupsqty 50
Cutlery setsqty 100
Serving plattersqty 12
Serving spoonsqty 12
Pitchersqty 8
Thermos flasksqty 4

Decorations

Buntingqty 8
Tableclothsqty 12
Flower arrangementsqty 8
Vasesqty 8
Paper garlandsqty 10
Photo backdrop
Photo propsqty 20
Name badgesqty 100
Table signsqty 15
Pen holdersqty 10

Equipment

Active speakersqty 2
Wireless microphonesqty 2
Mixer
Laptop
Projector
Projection screen
Extension cordsqty 6
Power stripsqty 8
Charging cablesqty 6
Power banksqty 4

Kitchen

Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Bread knivesqty 2
Measuring cupsqty 3
Mixing bowlsqty 6
Pliersqty 8
Serving spoonsqty 8
Aluminum foilqty 2
Food storage containersqty 12
Ice packsqty 16

Cleaning

Bucketsqty 4
Mopsqty 4
Dustpan and brushqty 3
Cleaning glovesqty 8
Microfiber clothsqty 20
Hand soap dispensersqty 4

Lighting

LED light stringsqty 6
LED lampsqty 8
Table lampsqty 6

Workshop materials

Flip chartsqty 4
Flipchart markersqty 24
Notepadsqty 100
Ballpoint pensqty 100
Colored pencilsqty 60
Markersqty 40
Paperqty 300
Sticky notesqty 20
Scissorsqty 20
Tapeqty 10
Yoga matsqty 20
Practice padsqty 10
Conesqty 12

Catering

Groceries

Tips

Confirm the date and location before inviting anyone, then allow at least two weeks to process registrations and collect dietary requirements. Late changes affect catering, workshop capacity and name badges.
Build the programme before booking every speaker or performer. Leave 10–15 minutes between sessions for people to move between workshops, reset materials and avoid running behind.
Give volunteers named roles and a written run sheet. A useful minimum is one person at registration, one venue contact and one person responsible for speaker and workshop changes.
Test the active speakers, wireless microphones, mixer and laptop before guests arrive, using the same presentations and microphones planned for the festival. Schedule this check at least 60 minutes before opening.
Prepare food and drinks in separate stages: chill drinks before setup, arrange snacks shortly before serving, and place reusable plates, bowls, cups and serving utensils where guests can find them without blocking registration.

Frequently asked questions

How far in advance should I organise a Women’s Day Festival?: Start confirming the date, location and programme at least 8–12 weeks ahead. Aim to have speakers, performers and workshop facilitators confirmed several weeks before invitations and promotion begin.
How many volunteers do I need for a Women’s Day Festival?: Plan for at least 1 volunteer at registration, 1 venue or equipment contact and 1 person coordinating speakers and workshops. Add about 1 volunteer per active workshop if sessions run at the same time.
When should I send invitations for a Women’s Day Festival?: Send invitations once the date, location and main programme are confirmed, ideally 4–6 weeks before the festival. Set a registration deadline about 7 days before the event so dietary requirements and name badges can be prepared.
How early should I set up the venue on the festival day?: Open the venue at least 2–3 hours before guests arrive. Set out tables and chairs first, then the registration desk and signage, and reserve the final 60 minutes for equipment testing, food preparation and a run-through.

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