What you need for a children’s afternoon

Planning a children’s afternoon means buying more than snacks and decorations. You need enough cups, plates and serving equipment for quick meal breaks, plus drinks that can be kept cold and games that work for different ages. This checklist also covers craft supplies, seating, waste bins and basic equipment for music. Check dietary needs before shopping, and collect hired or borrowed materials at least one day before the event so setup is not delayed.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 45
Buffet tablesqty 2
Waste binsqty 4

Tableware

Reusable cupsqty 60
Platesqty 60
Cutlery setsqty 60
Pitchersqty 4
Serving plattersqty 8

Kitchen

Cutting boardsqty 3
Kitchen knivesqty 3
Serving spoonsqty 6
Coolersqty 3

Equipment

Portable speaker
Extension cordsqty 3
Power stripsqty 3
Microphone

Sports equipment

Footballsqty 3
Soft ballsqty 10
Hoopsqty 8
Skipping ropesqty 8
Conesqty 20
Sidewalk chalkqty 3
Parachute cloth

Decorations

Balloonsqty 100
Buntingqty 8
Tableclothsqty 6
Coloring pagesqty 60
Markersqty 12
Colored pencilsqty 12
Tapeqty 4
Scissorsqty 6
Prize bagsqty 45

Lighting

LED lampsqty 4

Cleaning

Bucketsqty 2
Mopsqty 2
Broomsqty 2
Hand broomsqty 2
Hand soap dispensersqty 3
First aid kit

Catering

Groceries
- Still water - 36 bottles
- Sparkling water - 12 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Cola - 6 bottles
- Cola Zero - 4 bottles
- Lemonade syrup - 3 bottles
- Coffee - 2 packs
- Tea - 1 box
- Milk - 4 liters
- Oat milk - 2 liter
- Sugar - 1 kilo
- Tea sugar - 1 pack
- Apples - 5 kilo
- Bananas - 4 kilos
- Grapes - 3 kilos
- Cucumbers - 6 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Popcorn - 4 bags
- Rice cakes - 4 packs
- Mini currant buns - 60 pieces
- Mini rolls - 60 pieces
- Cheese slices - 2 kilos
- Chicken breast slices - 1 kilo
- Hummus - 6 tubs
- Jam - 3 jars
- Peanut butter - 2 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Yogurt - 4 kilos
- Muesli - 2 kilo
- Cookies - 6 packs
- Ice lollies - 60 pieces
- Cupcakes - 60 pieces
- Paper napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 12 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 2 packs
- Hand soap - 3 bottles
- Disinfectant wipes - 2 packs

Tips

Plan two to three drinks per child for the first hour, then allow one drink per hour after that. Keep extra water available, especially if the games include running or outdoor activities.
Buy serving supplies for the full guest count plus about 10% extra. Cups and plates are easily misplaced when children move between the buffet, games and craft table.
Prepare at least three activity options for different energy levels: active games with balls or hoops, a quieter craft activity, and a group game using the parachute cloth.
Do not leave craft materials until the event morning. Put colouring sheets, felt-tip pens and coloured pencils into separate containers the day before, with enough seats and table space for the planned group.
Check the speaker, microphone, extension cords and power strips before guests arrive. Test the music setup in the event space and keep cables away from walking and playing areas.

Frequently asked questions

How many cups and plates do I need for a children’s afternoon?: Allow one cup and one plate per child, plus at least 10% extra. For 20 children, prepare at least 22 cups and 22 plates, along with one cutlery set per child and a few spares.
How much food and drink should I buy for children?: Plan two to three drinks per child during the first hour and one additional drink per hour afterwards. For food, use the confirmed attendance list and add around 10% extra, while keeping separate options for recorded dietary needs.
What games and craft supplies are needed for a children’s afternoon?: Prepare at least three kinds of activities: active equipment such as balls, hoops or skipping ropes, a group activity with cones or a parachute cloth, and a craft table with colouring sheets, felt-tip pens and coloured pencils.
When should I buy or collect the supplies?: Buy non-perishable items and decorations two to three days beforehand. Collect borrowed or hired equipment at least one day before, and chill drinks and prepare food on the day according to their storage requirements.

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