BBQ Event Preparation

Planning & Tasks for August 23rd, 2025

Equipment & Supplies to Procure

Bouncy House Area

  • Bouncy house rental reservation confirmation
  • 50 wristbands (different colors for age groups)
  • 40 liability waiver forms
  • Sign-in/waiver station supplies (2 clipboards, pens)
  • First aid kit
  • Hand sanitizer station

Food Station

  • 40 regular hot dogs
  • 10 vegan hot dogs
  • 55 buns (extra for backup)
  • Condiments (2 bottles each: ketchup, mustard, relish)
  • 35 individual chip bags
  • Water bottles (60)
  • Soft drinks (30 cans)
  • Ice and coolers
  • 3 folding tables
  • Food service gloves
  • Hand washing station supplies
  • Paper plates, napkins, utensils
  • Garbage bins and bags

Games & Activities

  • Volleyball net and poles
  • 2 volleyballs
  • 4 cornhole sets
  • 6 basketballs
  • 6 frisbees
  • Lightsaber building materials (30 kits)
  • 4 soccer balls for pass-the-ball games
  • Score keeping supplies
  • Prize ribbons/medals

General Supplies

  • 4 pop-up canopies
  • 10 folding chairs
  • Event signage and direction markers
  • Name tags (pack of 50)
  • Registration materials
  • Emergency contact list
  • 4 walkie talkies for coordinators
  • Extension cords and power strips
  • Basic tool kit
  • Event rules signage

Pre-Event Tasks

2 Weeks Before (August 9)
  • Confirm all equipment rentals
  • Order wristbands and supplies
  • Send final reminder emails
  • Create volunteer schedule
1 Week Before (August 16)
  • Check weather forecast
  • Confirm volunteer attendance
  • Print liability waivers
  • Purchase non-perishable supplies
Day Before (August 22)
  • Purchase perishable food items
  • Pick up rental equipment
  • Prepare registration materials
  • Charge walkie talkies
  • Pack supply boxes
Event Morning (August 23)
  • Set up bouncy house (8:00 AM)
  • Set up canopies and stations (8:30 AM)
  • Set up game areas (9:00 AM)
  • Volunteer check-in (10:30 AM)
  • Safety briefing (11:00 AM)
  • Final site walk-through (11:30 AM)
Quick Links
Coordinator Contacts

Event Lead:
info@boulevardlane.org

Emergency Contact:
Call 911 for emergencies