Consider compiling your own Task List using the lists here as a prompt. A Task List should cover all essential tasks, together with deadlines dates and a named person to be responsible for each task. Too organised for you? Just wait until you find the person who forgot to hire the marquee ....

i Timetable for Spit Roast

Before day +2: mark out pits, assemble weather protection if required

Day +2 take off turf, dig pits, collect wood (kindling as well as large logs)

Day +1 collect beasts, collect, test and assemble mechanism, bolt beasts on to rods and wire up. Start fires, 11pm

Day 0 4am place beasts over fire; 11.45 remove first beast and carve; 12.00 start serving

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ii Equipment for Spit Roast

• adjustable spanners,
• bucket,
• central poles,
• club hammer,
• connecting sleeve to join two poles,
• Dexion,
• drill & bit,
• extension cables,
• fuses,
• garden wire,
• gloves,
• grease,
• lateral threaded rods,
• matches,
• meat thermometer,
• motor unit,
• nuts and bolts,
• pliers,
• power supply,
• reflector panel,
• screwdrivers,
• sharp knives,
• spade and fork,
• stapling wire,
• tent pegs and hoops to secure power unit,
• The Beasts,
• tin foil,
• trestles to support poles,

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iii Food Jobs on The Day

[see list of food flow jobs]

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iv Timetable for the year in advance
October
Book Ceilidh Band
Book Jazz Band
Book Blues Band
Book Brass Band
Order Marquee and extras
Book Recreation Ground, Hall, Scout Hut

January
Book Showground Attractions

February
Arrange Sponsorship
Allocate Jobs
Establish and publish contact base for enquiries
Book refrigerated container
Collect Prizes for programme raffle

March
Insurances
Book St Johns First Aid / Red Cross

April
Drinks Licence
Check spit and motor
Arrange supply of wood
Suitable power supply and cable
Collect advertising and info for programmes

May

Music Licence if applicable
List of Stallholders and activities
Book ice cream
Arrange lighting for stage and marquee
Tennis floodlights to light roast overnight
Raffle Tickets - print
Print tickets
Check all bands
Design programmes

June
Order scaffold and kit for stalls, stage, bar etc
Compile list of volunteers and rotas for all tasks
Liaise with police (parking)
Posters
Radio and newspaper publicity - arrange
Order food and arrange delivery
Order drink, especially beer
Print programmes
Sell programmes
Sell tickets - plastic tub and list of numbers
Buy glasses plates cutlery

July
Put up bunting and posters
Organise Floats of change in plastic boxes
Price all drinks based on cost, markup, glass size
Price food based on cost and markup

Set up bar and seating
Arrange barbecue area and pit
Security
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v Popular stalls and events

wheelbarrow full of drink (raffle)
coconut shy
tombola
throw a ball hit a cricket stump
bran tub
smack the rat
hammer the nail
bowls or boules
roll a penny
hoopla
stiltwalking race
piano smashing
yard of ale drinking
beat the goalie
wet sponge throwing or pour water over ???
second hand books
cake stall
teas
guess the weight of the cake
hook a duck (paddling pool, yellow plastic ducks, stick with hook or loop)

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vi Shopping list

2 Mild mustard (1 litre)
1 Strong mustard (750g)
10 50 bowls for strawberries
6 napkins (500s)
8 mayonnaise (0.3 litre)
1 salad cream (1 litre)
3 tomato ketchup (1 litre)
1 tomato ketchup (2.25 kg)
1 6 x relish (300g)
1 sweet pickle (1 kg)
2 butter (100 x 10g ptns)
1 catering foil (500m)
2 clingfilm (300m)
3 teaspoons (200s)
6 kitchen towel (4 pack)
8 paper plates (23cm)(100)
500 plastic glasses (125cl)
1000 Plastic glasses (half pint)
1000 Plastic glasses (pint)
3 Banqueting roll (50m)
1 Black plastic bin bags (50)
2 Square foil trays with lids(14)
cheese

salad
burgers
bread rolls
sausages
steaks
bacon
onions
beer, wine, cider, soft drinks

vii Health & Safety Check List - download our Safety Guide.doc

Health and Safety at public events normally requires a licence.

In the UK The Local Government (Miscellaneous Provisions) Act 1982 provides for local councils to administer a system of licensing to ensure that adequate safety standards are in place at functions to which the general public may have access. This includes any measures that may be deemed necessary to ensure:

(i) The safety of performers and others.
(ii) Adequate access for emergency services.
(iii) Adequate food and sanitary hygiene.
(iv) Measures to restrict attendance, parking, access, disturbance, noise etc

The conditions will involve satisfying the issuing authority of standards in respect of:
(i) auxiliary emergency lighting.
(ii) electrical safety, RCD protected supplies.
(ii) seating.
(iv) signage and information.
(v) access - egress.
(vi) fire escape.
(vii) fire fighting precautions and equipment.
(viii) stewardship and organisation.

Entertainment is any activity which involves music, dancing, amusement, show, display, sport, contest or exhibition (or like performance not covered by a Theatre Act Licence see next Guidance Note 32) that takes place indoors. Some councils have also adopted fully or in part, a code for licensing outdoor musical entertainments.

Note that the conditions for acquisition of an annual licence are likely to be much more onerous than those imposed usually for a "one-off" only event. Much will depend upon the individual assessment, made of each application and its venue, by the officers of the local fire service.

Food and Hygiene
On the food safety & hygiene side anyone selling or giving away food needs to comply with the following:

The Food Safety (General Food Hygiene) Regulations 1995
The Food Safety (Temperature Control) Regulations 1995

If running a food business for 5 or more days in a period of 5 consecutive weeks (although tents and marquees - but not stalls - are exempt) you may need to comply with The Food Premises (Registration) Regulations 1991 which requires registration with your Local Authority 28 days before commencing business.

In the light of the above think about:
a supply of running, preferably hot, water,
toilet facilities,
rubber gloves,
keeping cooked and raw food separate,
having different people serving food and taking money,
providing antiseptic wipes and cloths,
disposable plates and vessels,
using a meat thermometer,
keeping food chilled and cooking it to high temperatures,
ensuring in particular that ground meat such as burgers is cooked thoroughly,
providing waste bins,
keeping food off the ground and covered away from flies and sunshine