Work Day checklist: organise the day in the right order

A Work Day runs more smoothly when the planning is finished before people arrive. This checklist takes you from invitations and registrations to assigning work groups, setting up tools and workstations, and closing the venue. It also covers details that are easy to miss, such as dietary requirements, safety equipment, waste disposal and drink refills. Use the sequence to prepare the work site without leaving essential jobs until the morning itself.

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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
2 people
Process registrations
Collect dietary requirements
Reserve venue
Arrange waste disposal
Inventory tools
2 people
Borrow Tools
2 people
Determine work tasks
3 people
Arrange workstations
2 people
Assign volunteers
2 people
Do the shopping
2 people

Event

Set out tools
3 people
Open venue
2 people
Set up worktables
3 people
Set up chairs and a rest area
2 people
Lay out safety materials
2 people
Make coffee and tea
2 people
Receive participants
3 people
Give safety instructions
2 people
Send work groups to their workstations
3 people
Carry out painting
4 people
Carry out repairs
4 people
Tidy up the garden and grounds
5 people
Restock Supplies
Refill drinks
Set out snacks
2 people
Check the work result
3 people
Clear workspaces
5 people
Serve dinner
4 people
Wash dishes
2 people
Sort leftover materials
2 people
Gather tools
3 people
Collect waste
3 people

Aftercare

Clean the venue
4 people
Put furniture back
3 people
Take waste to the collection point
2 people
Return borrowed tools
2 people
Store leftover materials
2 people

What to bring

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

Furniture

Work tablesqty 6
Chairsqty 40
Folding tableqty 2
Waste binsqty 6

Tools

Cordless drill driversqty 4
Hand tool setsqty 6
Hammersqty 6
Screwdriver setsqty 6
Spirit levelsqty 3
Measuring tapesqty 6
Hand sawsqty 4
Pliersqty 6
Extension cordsqty 4
Hand trucksqty 2

Safety

Safety gogglesqty 20
Work glovesqty 40
Hearing protectionqty 12
First aid kitsqty 2
Barrier tapeqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3

Tableware

Reusable cupsqty 60
Reusable platesqty 50
Cutlery setsqty 50
Serving jugsqty 4

Cleaning

Broomsqty 4
Litter pickersqty 4
Bucketsqty 6
Mopsqty 4
Spongesqty 8
Hand broomsqty 4

Equipment

Work lightsqty 4
Power stripsqty 4

Catering

Groceries

Tips

Collect registrations and dietary requirements at least 7 days before the Work Day. Use the final participant count to plan work groups, refreshments, seating and the number of workstations.
Check and test tools 2–3 days beforehand, including cordless drills, hand tools, extension cords and hand trucks. Do not wait until setup to discover that batteries are empty or a tool is missing.
Set up the worktables, chairs, rest area and safety materials before participants arrive. Keep goggles, gloves, hearing protection and first aid kits visible, and mark unsafe or restricted areas with barrier tape.
Prepare one clear briefing before sending groups to their stations. Allow 10–15 minutes to explain the work tasks, tool use, protective equipment, breaks and where to report problems.
Plan the final hour as carefully as the start. Schedule a stock check, drink refill, waste collection and site tidy-up before the venue closes, so tools and cleaning equipment do not get left behind.

Frequently asked questions

How far in advance should I organise a Work Day?: Reserve the venue and determine the work tasks at least 3–4 weeks ahead. Send invitations and open registrations early enough to confirm the participant count and volunteer groups 7 days before the event.
How many workstations do I need for a Work Day?: Plan one workstation for each work group, then add one spare station if the space allows. Finalise the number after registrations close, because the group size determines how many tables, tools and supervisors are needed.
What safety equipment is needed for a Work Day?: Provide work gloves and safety goggles for every active participant, plus hearing protection for noisy tasks. Keep at least one first aid kit available and set out barrier tape before work begins.
When should I set up the tools and refreshments?: Set up tables, tools, safety materials and the rest area before the venue opens to participants, ideally 60–90 minutes in advance. Make coffee and tea before arrival, and check drinks again during the day so supplies can be refilled before they run out.

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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.