Children’s activities afternoon checklist

A children’s activities afternoon runs smoothly when the schedule, helpers and activity stations are ready before families arrive. Start by confirming the date and venue, then set a budget, collect registrations and dietary requirements, and reserve materials. In the final week, brief volunteers, check the weather and prepare an indoor alternative. On the day, allow time to chill drinks, prepare fruit and vegetables, print signs and set up each station safely.

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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

Confirm date and location
Create activity schedule
2 people
Create a Budget and Shopping List
2 people
Recruit volunteers
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Reserve activities and materials
2 people
Prepare parent information
Create volunteer schedule
2 people
Write game rules and instructions
2 people
Check the weather forecast
Prepare the indoor program
2 people
Check registrations and dietary requirements
Share volunteer instructions
Do the shopping
3 people
Collect materials
2 people
Chill refrigerated items
2 people
Prepare fruit and vegetables
2 people
Assemble prize tables
2 people
Prepare name badges
Print the program and signage

Event

Open venue
2 people
Set up tables and chairs
4 people
Set up activity stations
5 people
Hang decorations
3 people
Test sound equipment
Set up the food and drink area
3 people
Set up the registration table
2 people
Carry out a safety check
2 people
Welcome volunteers
2 people
Brief volunteers
2 people
Register children
3 people
Welcome parents and children
2 people
Lead the creative activity
3 people
Supervise the sports and games round
4 people
Guide the scavenger hunt
3 people
Serve break drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Check the waste and tables
2 people
Guide the dance and music activity
2 people
Hand out prizes
2 people
Ensure children are picked up safely
3 people
Perform final venue check
2 people

Aftercare

Collect activity materials
4 people
Clear tables and chairs
4 people
Wash dishes
3 people
Collect and remove waste
3 people
Clean the venue
4 people
Remove decorations
2 people
Return materials
2 people
Clear away leftover stock
2 people
Handle lost and found

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Foldable tablesqty 3
Tablecloth tablesqty 2
Party tentsqty 2
Picnic blanketsqty 6

Tableware

Reusable cupsqty 80
Platesqty 70
Cutlery setsqty 70
Mugsqty 30
Serving plattersqty 8
Serving tongsqty 6

Decorations

Balloonsqty 100
Balloon arch
Buntingqty 6
Table décorqty 8
Directional signsqty 8
Name badge holdersqty 60

Equipment

Bluetooth speaker
Extension cordsqty 3
Power stripsqty 3
Coolersqty 4
Thermos flasksqty 4
Laminator

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Measuring cupsqty 2
Storage binsqty 10
Ice packsqty 12

Sports equipment

Footballsqty 4
Basketballsqty 3
Soft ballsqty 8
Conesqty 20
Hoopsqty 12
Skipping ropesqty 12
Relay batonsqty 8
Goal postsqty 2
Game parachute
Sidewalk chalkqty 12
Bubble solutionqty 6
Sponge ballsqty 20
Water cupsqty 30
Blindfoldsqty 10
Treasure chest
Plastic hoop ringsqty 20
Course Matsqty 6
Craft table runnersqty 8
Apronsqty 20
Paintbrushesqty 40
Colored pencilsqty 60
Markersqty 60
Children's scissors setsqty 20
Glue sticksqty 20
Craft binsqty 10
Board gamesqty 8
Trophiesqty 20
Medal ribbonsqty 30

Cleaning

Waste binsqty 8
Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Hand soap dispensersqty 3

Lighting

String lightsqty 3
Battery lanternsqty 4

Catering

Groceries

Tips

Set the activity schedule before inviting children, and allow at least 10 minutes between activities for moving groups, explaining rules and resetting materials.
Close registrations several days before the event so you can check numbers, dietary requirements, name badges, seating and the volunteer schedule without rushing.
Prepare a written indoor programme as soon as you check the forecast. Party tents, picnic blankets and outdoor equipment do not replace a proper wet-weather plan.
Give each volunteer station-specific instructions, including the game rules, where materials are stored and who handles transitions between activities.
Open the venue at least 90 minutes before the first arrival. Use this time to arrange tables and chairs, connect the speaker safely, put up directional signs and test every activity station.

Frequently asked questions

How far in advance should I plan a children’s activities afternoon?: Start at least 4–6 weeks ahead. Confirm the venue, schedule, budget and volunteers first, then send invitations and reserve activities and materials.
When should I close registrations for a children’s activities afternoon?: Close registrations 3–5 days before the event. This gives you time to review attendance, dietary requirements, name badges, food quantities and volunteer cover.
How much time do I need to set up children’s activity stations?: Allow 90 minutes before guests arrive, plus another 15–20 minutes if you need to assemble several stations or test electrical equipment such as a speaker and extension cords.
What should I do if the weather is bad on the day?: Make the decision at least 24 hours beforehand where possible, using the forecast and venue capacity. Move activities indoors, adjust the programme and tell volunteers and parents before arrival.

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.