Care Home Family Day planning checklist

A care home family day needs more than a date and a buffet. You need time to collect dietary and accessibility requirements, match catering to confirmed attendance, and plan seating for residents, relatives and children. This checklist takes you from the first programme decisions through invitations, reservations, shopping and room setup. It also helps prevent late jobs such as printing the allergen list, preparing name badges and arranging a quiet rest area.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Set the date and program
2 people
Check venue rooms
2 people
Draft invitations
2 people
Send invitations
2 people
Register sign-ups
2 people
Collect dietary requirements
2 people
Collect accessibility needs
2 people
Create final guest list
2 people
Calculate catering quantities
2 people
Confirm table reservation
Confirm seat reservations
Reserve party tents
Reserve game equipment
Create a music playlist
Choose children's activities
2 people
Set up the rest area
2 people
Create floor plan
Create menus
Make name badges
2 people
Make route signs
2 people
Print the allergen list
Print attendance list
Do the shopping
3 people
Check shelf-stable groceries
2 people
Buy fresh products
2 people
Chill drinks
2 people
Prepare snacks
4 people
Wash and cut vegetables
3 people
Wash and portion fruit
2 people
Chill desserts
2 people
Set aside allergen meals
2 people
Stock the coffee and tea station
2 people
Set out tableware
2 people
Sort decorations
2 people
Sort game equipment
2 people
Check the weather forecast
Open venue
2 people
Ventilate the rooms
2 people
Build party tents
4 people
Set up tables
4 people
Set up chairs
4 people
Set up buffet tables
3 people
Hang decorations
3 people
Place route signs
2 people
Set up game corners
3 people
Set up rest area
2 people
Connect the music
2 people
Test sound level
2 people
Set out buffet dishes
4 people
Set out coffee and tea
2 people
Set up the reception desk
2 people
Brief volunteers
2 people

Event

Welcome guests
4 people
Register attendance
2 people
Hand out name badges
2 people
Serve welcome drinks
3 people
Supervise game activities
5 people
Serve snacks
3 people
Refill drinks
2 people
Refill coffee and tea
2 people
Supervise the photo corner
2 people
Open the buffet
2 people
Restock buffet dishes
3 people
Serve allergen-free meals
2 people
Serve desserts
3 people
Provide music
Keep the Quiet Room Available
Empty trash bins
2 people
Say goodbye to guests
3 people

Aftercare

Pack leftovers safely
3 people
Collect tableware
3 people
Clear tables and chairs
4 people
Clean up game materials
3 people
Remove decorations
3 people
Take down party tents
4 people
Wash dishes
3 people
Clean the kitchen
3 people
Clean the rooms
4 people
Collect waste
2 people
Return borrowed materials
2 people
Store leftover groceries
2 people
Collect lost property
Check the venue
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Party tentsqty 2
Foldable tablesqty 10
Folding chairsqty 90
Buffet tablesqty 4
Bar stoolsqty 6
Lounge sofasqty 2
Side tablesqty 4
Dressing tablesqty 2
Clothes racksqty 2

Tableware

Reusable platesqty 100
Reusable bowlsqty 100
Reusable glassesqty 120
Coffee cupsqty 80
Tea glassesqty 40
Knivesqty 100
Forksqty 100
Spoonsqty 100
Teaspoonsqty 60
Serving spoonsqty 12
Serving tongsqty 8
Small bowlsqty 20
Serving plattersqty 12
Coffee potsqty 4
Thermos flasksqty 6
Water jugsqty 8
Ice spoonsqty 4

Decorations

Tableclothsqty 10
Balloon garlandsqty 6
Balloonsqty 100
Buntingqty 8
Paper fansqty 12
Flower arrangementsqty 8
Photo framesqty 4
Name badgesqty 100
Table numbersqty 10
Directional signsqty 12
Balloon pumpqty 2
Rope rollsqty 4
Painter's tapeqty 6

Equipment

Bluetooth speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Food warmersqty 4
Coffee machinesqty 2
Kettlesqty 2
Induction hobsqty 2
Camera

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 8
Measuring cupsqty 4
Baking traysqty 4
Baking dishesqty 6
Cooler elementsqty 20
Aluminum foil dispensersqty 2

Sports equipment

Softballsqty 6
Frisbeesqty 6
Hoopsqty 8
Conesqty 20
Skipping ropesqty 6
Boccia setsqty 2
Giant four-in-a-row
Coloring pagesqty 100
Colored pencilsqty 20
Board gamesqty 8

Lighting

String lightsqty 6
LED lanternsqty 8
Tealight holdersqty 20

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Bucketsqty 4
Waste binsqty 8
Hand sanitizer pumpsqty 6
Toilet brushesqty 4
Rubber glovesqty 12

Catering

Groceries

Tips

Set the date and programme before sending invitations, then give families a clear sign-up deadline. Allow at least 7 days after the deadline to finalise the guest list, catering quantities and seating plan.
Ask for dietary requirements and accessibility needs on the invitation or registration form. Review both lists at least 3 days before the event so menus, routes, tables and rest areas are ready.
Plan seating for residents first, including reserved seats and easy access to the rest area. Confirm table and chair numbers against the final guest list rather than estimating from expected attendance.
Keep shelf-stable groceries separate from fresh products when shopping. Buy fresh food as close to the event as practical, and check that serving platters, tongs, coffee pots, thermos flasks and water jugs are available before setup day.
Print the attendance list, name badges, route signs and allergen list before guests arrive. Put signs at entrances and activity areas, and place the allergen information where families can read it without asking staff.

Frequently asked questions

How far in advance should I plan a care home family day?: Set the date and programme at least 6 weeks ahead if families need to register. Send invitations early enough to leave a 7-day window for sign-ups and follow-up questions.
When should I collect dietary and accessibility requirements?: Collect both when guests register, not at the door. Review the information at least 3 days before the event, then confirm menus, seating, routes and the rest area.
How do I calculate catering quantities for a care home family day?: Use the final guest list, separating residents, adults and children where portions differ. Complete the calculation after sign-ups close, then buy fresh products as close to the event as storage and food-safety rules allow.
What should I print for a care home family day?: Prepare the attendance list, name badges, route signs, menus and allergen list before setup begins. Aim to have them ready at least 1 day before the event so missing names or unclear signs can still be corrected.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.