Workers' Day festival checklist

Use this Workers' Day festival checklist to keep planning in the right order, from choosing the date and venue to preparing registration lists and chilling drinks. The plan covers permits, performers, promotion, catering, volunteers, toilets, waste disposal and the equipment needed on site. Work backwards from the festival date so bookings and approvals are not left until the final week. On the day itself, clear roles, a site map and a checked inventory prevent small omissions from slowing down registration or service.

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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

Set the date and program
2 people
Reserve venue
Check required permits
Finalize the music program
2 people
Confirm performers and host
2 people
Send invitations
2 people
Post promotion on social media
Hang posters
2 people
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Book catering
Reserve equipment
Arrange toilets and waste disposal
Create a site map
2 people
Print the program and signage
2 people
Check catering order
2 people
Check the weather forecast
Check the inventory list
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Collect materials
3 people
Prepare registration lists
2 people
Set up cash and card terminal
2 people
Inspect the site
3 people
Receive deliveries
3 people
Build party tents
6 people
Set up tables and chairs
5 people
Clear the stage area
3 people
Set up sound equipment
3 people
Hang lighting
3 people
Lay out power cables safely
2 people
Set up buffet tables
4 people
Set up the bar
3 people
Prepare coffee and tea
2 people
Hang up decorations
3 people
Set up signage
2 people
Set up the registration table
2 people
Prepare first aid supplies
Check toilets
2 people
Run the sound check
3 people
Restock buffet and bar
4 people
Brief volunteers
3 people

Event

Welcome guests
4 people
Check off registrations
2 people
Serve welcome drinks
3 people
Give the opening speech
Guide music program
2 people
Serve snacks
4 people
Refill drinks
3 people
Restock the buffet
3 people
Serve the hot meal
5 people
Serve diet meals
2 people
Clear tables during the event
3 people
Wash dishes
3 people
Empty trash bins
2 people
Clean the toilets in between
2 people
Refill coffee and tea
2 people
Announce the final round
See guests out
3 people

Aftercare

Close the bar
3 people
Store food safely
3 people
Collect lost and found items
2 people
Turn off sound and lighting
2 people
Clean the grounds
6 people
Take waste to the collection point
3 people
Clean tableware and kitchen equipment
4 people
Wipe down tables and chairs
3 people
Take down party tents
6 people
Remove decorations
3 people
Pack equipment
3 people
Return materials
2 people
Return borrowed items
2 people
Hand over the venue
2 people
Distribute leftover food
2 people
Close payment details
2 people
Send thank-you message

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Beer tablesqty 8
Chairsqty 100
Bar stoolsqty 8
Buffet tablesqty 6

Tableware

Platesqty 120
Deep platesqty 100
Glassesqty 180
Coffee cupsqty 80
Knivesqty 120
Forksqty 120
Spoonsqty 100
Serving spoonsqty 12

Catering

Thermos flasksqty 6
Ice cube traysqty 6
Coolersqty 8
Serving plattersqty 18
Serving tongsqty 12
Pouring jugsqty 8
Groceries

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Kitchen bowlsqty 8
Measuring cupsqty 3
Storage binsqty 12

Equipment

Mobile bar
Coffee machinesqty 3
Kettlesqty 3
Refrigeratorsqty 2
Speakersqty 2
Microphonesqty 3
Mixer
Microphone standsqty 3
Extension cordsqty 8
Cable reelsqty 4
Cable matsqty 12

Lighting

String lightsqty 10
Work lightsqty 4
Battery lanternsqty 8

Decorations

Buntingqty 12
Red flagsqty 8
Tableclothsqty 18
Balloonsqty 150
Balloon pumpqty 2
Decorative postersqty 20

Cleaning

Waste binsqty 12
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Cleaning spongesqty 12
Hand soap dispensersqty 6

Tips

Start with the date, programme and venue, then check permits before announcing the festival. Allow at least 6–8 weeks for approvals or venue conditions that may affect the layout and schedule.
Confirm performers, the host and the music programme before sending invitations. Include a clear registration deadline so you can collect dietary requirements and estimate catering quantities at least 7 days ahead.
Assign volunteers to specific jobs and shifts rather than asking for general help. Have separate people for registration, catering, equipment checks and waste, with the first setup team arriving 2–3 hours before guests.
Create the site map before reserving equipment. Mark the mobile bar, buffet tables, speakers, toilets, waste points and covered areas so tables, chairs, tents and power-dependent equipment can be placed without blocking movement.
Do a final stock and weather check 24–48 hours before the festival. Chill drinks, prepare snacks, print signage and registration lists, and test the cash and card terminal before opening registration.

Frequently asked questions

How far in advance should I start planning a Workers' Day festival?: Start at least 6–8 weeks before the festival. Set the date, reserve the venue and check permits first, then confirm performers, catering, volunteers and equipment.
When should I collect dietary requirements for the festival?: Collect them during registration and close the request list 7 days before the event. Give the final numbers to catering after checking late registrations and cancellations.
When should I check the weather forecast for a Workers' Day festival?: Check it 48 hours before the event and again on the morning itself. Use the result to confirm party tents, covered seating, drink cooling and any changes to the site layout.
How early should volunteers arrive on the festival day?: Bring the setup team 2–3 hours before guests arrive. Registration, tables, signs, catering equipment, speakers, drinks and the cash or card terminal should be checked before opening.

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.