Carols by candlelight evening checklist: before, on the day and after

Get council permission to use the public space.The rules
Get the landowner’s permission in writing.
Apply for the council permit, leaving several weeks for it to come through.The rules
Read the food-safety rules for fundraising sales and plan safe handling.The rules
Write a one-page safety plan: hazards, who is in charge, first aid, what to do if it rains.
Arrange a first aider and a stocked first aid kit.
Arrange public liability insurance (venues and councils often ask for it).
Book a park, domain or school field with good access and a natural slope for seating.
Confirm performers: school choirs, church singers, a brass band, kapa haka; aim for 75-90 minutes of programme.
Arrange sound and a stage or truck deck; a generator if no power.
Apply for any council event permit early and ask whether candles are permitted.
Order LED candles or glow sticks to sell for a gold coin, plus printed song sheets.
Recruit food stalls: your own sausage sizzle and baking stall, plus invited food trucks paying a site fee.
Promote through schools, churches, community Facebook pages and local papers four weeks out.

Brief the helpers: who does what, when, and where the cash box and first aid kit are.
Count the float with two people before you open, and write the total down.
First aider on site, and everyone knows where the kit is.
On the night, run bucket collectors at the entrances with clear signs saying what the money is for.

Count takings in pairs and publish the total with thanks to performers and sponsors.
Count the takings in pairs and bank them within a day or two.

Carols by candlelight evening: checklist