Event planning checklist for clubs and communities

From the first date to teardown: eight sections take you through everything a club, summer or town festival involves. Tick off, adapt and print.

How to use the checklist

Tick items off while you plan. Ticks are not saved: to take the list with you, print the page or save it as a PDF. Not every item applies to every event, so strike what does not fit.

Requirements and permits differ by state, municipality and event size. The checklist is not legal advice, always confirm details with the responsible authority.

Concept and framework

Define the occasion, target audience and expected number of guests.
Pick a date and check it against holidays, vacations and other events in the region.
Name an overall lead and one contact person per area.
Set a budget: expected income, expenses and a buffer for surprises.
Secure the venue, get it confirmed in writing and define a plan B for bad weather.

Permits and legal

Ask the local authority what the site, road use and event require.
Register drinks and food sales and apply for a temporary permit where one is needed.
Clarify hygiene rules and make sure everyone handling food has been briefed.
Register music with the collecting society.
Ask the municipality about quiet hours and noise requirements.
Check the organiser liability insurance and cover for volunteers.

Safety and first aid

Define escape and rescue routes and keep them clear at all times.
Plan a medical service or first aiders and mark the first aid point.
Provide fire extinguishers at the kitchen, grill and technical equipment.
Set rules for the protection of minors: alcohol service, age limits and signage.
Give emergency numbers, weather rules and responsibilities to everyone in charge.

Volunteers and staff

Estimate staffing per area: setup, bar, kitchen, cash desk, entrance and teardown.
Approach volunteers early and offer concrete shifts instead of a general call.
Cut shifts realistically and plan breaks.
Staff key roles with suitably qualified people.
Send the schedule and contact persons to everyone in good time.
Plan meals for the volunteers.

How urvent helps with this step

With urvent you advertise open shifts online, volunteers apply themselves and the schedule shows right away where someone is still missing. Automatic double-booking protection prevents anyone from being scheduled twice. The volunteers meal needs follow from the shift plan.

Shift Schedule Catering planning

Equipment, material and setup

Make a requirements list: tents, tables, benches, power, lighting, water and toilets.
Reserve rental equipment early and get delivery times confirmed.
Clarify power and water connections and have the electrics checked by a professional.
Define a waste and deposit concept and organise disposal.
Create a setup and teardown plan with times and responsible people.

Program, food and cash desk

Plan the program with times and book bands or performers with a binding agreement.
Plan food and drinks, estimate quantities and agree on returning unsold goods.
Set prices and decide whether to use deposits or tokens.
Run the cash desk with two people and provide change.

Promotion and information

Announce the date four to six weeks ahead: posters, local newsletter, social media and press.
Communicate directions, parking and accessibility.
Approach sponsors and partners.

After the event

Finish teardown, cleaning and return of rental equipment.
Settle the cash desk, collect receipts and document the result.
Thank the volunteers, collect feedback and note lessons for next time.

More guides

Checklists and comparisons from real event practice.

urvent or Excel

When Excel is enough for volunteer scheduling and when crew software pays off.

Village festival checklist

For clubs and village communities: align, get permits, find volunteers.

Festival planning checklist

From the idea through authorities and safety to crew and teardown.

Frequently asked questions about planning an event

Allow three to six months for a club or town festival. Permits, tent and equipment rental and the medical service are often the slowest items, so settle them first.

That depends on location, size and state. Typical items are a notification to the local authority, a permit for drinks and food, a music licence and, depending on the site, a special use permit. Ask your municipality early.

There is no fixed number. Plan shifts per area such as setup, bar, kitchen, cash desk and teardown, and keep reserves for no-shows. With a shift plan you quickly see where staff is missing.

Customers

More than 10,000 assignments at festivals and events of all kinds - an expression of the trust that has been placed in us over the years. The examples shown here stand for some of the events we have had the pleasure of accompanying.