A checklist for the day of the event

On the day, you want to be free to welcome people. A written list does the remembering.

The week before

Confirm the place, the time and any permission you need from the owner or the local authority.
Order what you need and plan who will do what.
Send the reminder and the map link.

The morning

Set up early and walk through it as a guest would: the entrance, the signs, the seating, the toilets.
Put up signs at the road and at the door.
Test sound and lights.
Keep a first-aid kit, water and emergency numbers where you can find them.

When people arrive

Have one person at the door to greet and to tick the list.
Tell people where to go and what will happen.
Keep the entrance clear.

Photos and privacy

Take photos only with the consent of those in them, and especially of children. Say at the door that photos will be taken.

After

Thank you for joining us at [event]! It was lovely to see you. We would love to hear what you thought: [feedback link]

Make a feedback form and note what to change. Rules about permission, noise and crowds differ by place; ask the owner of the place and the local authority.

Common questions

Do I need permission?

It depends on the place, the size and what you do. Ask the owner of the place and the local authority well in advance.

How many helpers do I need?

One helper for every 20 to 30 guests is a common start, plus one person who is free to deal with surprises.

Keep going

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