Children's Afternoon Checklist

A children's afternoon runs more smoothly when the practical details are settled before the first child arrives. This checklist covers invitations, dietary information, supervision, permissions, activities, food, equipment and room setup in a workable order. Leave enough time to confirm emergency contacts, test the speaker and divide children into groups. You will also need a clear plan for serving food, storing drinks and moving between activity areas without creating queues.

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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

Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Reserve the room
Create the program
2 people
Assign escorts
2 people
Check permissions
2 people
Collect emergency contacts
2 people
Check game materials
2 people
Assemble craft kits
3 people
Compile the music program
Prepare name stickers
Make an activity board
Print group allocation
Buy stock of non-perishables
2 people
Clean coolers
2 people
Chill drinks
2 people
Buy fresh food
2 people
Prepare snacks
3 people
Bring materials to the venue
3 people
Set up tables and chairs
4 people
Set up activity corners
4 people
Hang decorations
3 people
Connect sound equipment
2 people
Set Dining Tables
3 people
Set up the registration table
2 people
Carry out a safety check
2 people

Event

Register children
3 people
Hand out name stickers
2 people
Give welcome briefing
2 people
Guide the game round
6 people
Serve drinks and fruit
4 people
Refill drinks
2 people
Guide the craft activity
6 people
Set up the buffet
4 people
Serve dinner
5 people
Supervise outdoor games
6 people
Run the kids’ disco
4 people
Register parents at pickup
3 people
Serve the last drink
3 people
Check children and lost property
3 people

Aftercare

Collect waste
4 people
Wash dishes
3 people
Clear tables and chairs
4 people
Clean the venue
4 people
Switch off equipment
2 people
Pack leftover food
2 people
Return materials
3 people
Clean coolers and crates
2 people
Return found items
Send thank-you message

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 70
Coat rackqty 2
Waste binsqty 6

Tableware

Reusable platesqty 70
Reusable cupsqty 100
Reusable cutleryqty 80
Coffee cupsqty 20
Soup ladlesqty 4

Kitchen

Serving traysqty 8
Small bowlsqty 12
Cutting boardsqty 3
Kitchen knivesqty 4
Serving spoonsqty 6

Equipment

Coolersqty 4
Kettlesqty 2
Coffee maker
Portable speakerqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Projector
Projection screen

Sports equipment

Footballsqty 4
Conesqty 20
Skipping ropesqty 8
Hoopsqty 10
Soft ballsqty 12
Tug of war rope

Decorations

Balloonsqty 150
Balloon pumpqty 2
Buntingqty 10
Tableclothsqty 8
LED string lightsqty 4

Organization

Name stickersqty 80
Waterproof markersqty 12
Printer paperqty 100
Pensqty 20
Clipboardsqty 4

Crafting

Colored pencilsqty 60
Markersqty 60
Wascoqty 40
Children's brushesqty 30
Paint apronsqty 20
Children's scissorsqty 20
Glue sticksqty 30
Colored paperqty 500
Craft cardboardqty 100
Craft stickersqty 10
Finger paintqty 12
Apronsqty 20

Safety

First aid kit
Flashlightsqty 4

Cleaning

Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Send invitations at least three weeks before the afternoon, then set a reply deadline 7–10 days before the event so you can finalise groups, dietary requirements and quantities.
Assign one named adult to each activity area and keep a separate list of emergency contacts. For a group of 20 children, plan supervision in smaller groups rather than relying on one person to watch the whole room.
Prepare craft packs, name stickers and the activity board no later than the day before. Pack each activity separately so setup does not depend on finding small items during the event.
Chill drinks for at least 4 hours and keep them in cleaned cool boxes if there is limited refrigeration at the venue. Put out water first, then serve other drinks in manageable batches.
Test the portable speaker, microphone, projector and extension leads before guests arrive. Set up tables, chairs, activity corners and food areas at least 60 minutes before the planned start.

Frequently asked questions

How far in advance should I organise a children's afternoon?: Start 3–4 weeks ahead by booking the room and sending invitations. Confirm numbers, dietary requirements, permissions and emergency contacts 7–10 days before the event.
How many adults do I need for a children's afternoon?: Use one named adult for each activity area, with an extra person available for arrivals, toilets and emergencies. For 20 children split across four activity areas, plan for at least 5 supervising adults.
How much food and drink should I prepare for children?: Plan roughly 2–3 small food portions per child, plus extra for dietary alternatives. Offer water throughout and chill enough drinks for the full afternoon at least 4 hours in advance.
When should I set up the room for a children's afternoon?: Bring materials and complete the main setup 60–90 minutes before the start. Test sound and projection equipment, arrange activity corners and put food out shortly before serving.

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.