Village festival checklist for clubs and communities

A village festival thrives when many people take part. This checklist helps clubs, the fire brigade and neighbours keep track, from the first meeting to the final accounts.

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 alignment

Bring all clubs and groups involved to one table and agree on the goal and character of the festival.
Decide who the organiser is: one club, an interest group or the municipality. Permits and liability depend on it.
Check the date against church fairs, shooting festivals, holidays and the festivals of neighbouring villages.
Choose the place, such as a festival ground, community hall, barn or tent, and define a fallback.
Put the budget and the split of income and costs between the clubs in writing.

Municipality and permits

Talk early with the municipality or village head: site, power, water and road closures.
Ask the local authority which permits drinks and food sales require.
Register music with the collecting society and agree on quiet hours with the municipality.
Inform residents in good time, preferably in person where noise and traffic are concerned.
Clarify organiser liability insurance and cover for volunteers.

Safety and first aid

Keep access for the fire brigade and ambulance clear and mark rescue routes.
Set up a first aid point and plan first aiders or a medical service.
Set rules for the protection of minors and post the alcohol service rules.
Plan parking and traffic flow in the village and use volunteers as marshals.

Volunteers from the village

Ask every club to provide volunteers for fixed areas: bar, kitchen, cash desk, setup and teardown.
Offer concrete shifts so volunteers can sign up for something specific.
Name one responsible person per area.
Pair young and new volunteers with experienced ones.
Plan shifts with breaks so the same people do not work all day.
Feed the volunteers and thank them visibly at the end.

Equipment, material and setup

Reserve the tent, benches and tables early from rental firms or neighbouring clubs.
Clarify power, water, lighting and sound and have the electrics checked by a professional.
Plan toilets, dishwashing and a waste concept.
Write a setup and teardown plan with times and responsible people.
Keep tools, cables, extension leads and spare material ready.

Program, food and cash desk

Plan the program: opening, music, activities for children and an evening highlight.
Decide between a caterer and self-catering and agree on offer, quantities and suppliers.
Set prices and settle deposits and tokens.
Run the cash desk with two people and provide change.

Promotion in the village and beyond

Announce the date through the local newsletter, notice boards, village groups and social media.
Invite neighbouring villages and friendly clubs.
Prepare a press text and photos for the local paper and the municipality website.

After the festival

Tidy up together and return rental equipment.
Settle income and costs and share them fairly between the clubs.
Schedule a debrief and note lessons for next year.

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Frequently asked questions about village festivals

That has to be clear beforehand: a club, an interest group or the municipality. Permits, liability and insurance depend on it. Put the responsibility in writing with all clubs involved.

Approach clubs, the fire brigade and neighbours early, name concrete shifts instead of a general call and let volunteers sign up themselves. A visible thank-you after the festival helps next year.

Often yes, even for small events, for example for drinks service, music or the use of public space. Requirements differ by municipality, and a call to the local authority settles it quickly.

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.