Children's Bingo: a practical planning checklist

A children's bingo event needs more than bingo cards and prizes. You need time to manage registrations, collect dietary requirements, brief volunteers and prepare a room where children can hear the caller and reach their tables safely. Start with the venue and invitations, then confirm numbers before ordering and packing supplies. On the day, allow time for a clean setup, chilled drinks, prize display and a full microphone and speaker test before the first game.

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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
Open registrations
Reserve venue
Order bingo cards
Process registrations
Collect dietary requirements
Schedule volunteers
Set the rules of the game
Select prizes
2 people
Create a shopping list
Check bingo cards
2 people
Wrap the prizes
2 people
Create signage
Do the shopping
2 people
Set out non-refrigerated items
2 people

Event

Pick up the venue key
Make the hall clean and safe
2 people
Set up tables
3 people
Set out chairs
3 people
Hang decorations
2 people
Set up bingo tables
3 people
Set up the prize table
2 people
Set up the food and drink area
2 people
Chill drinks
2 people
Test audio and microphone
Brief volunteers
Welcome children
3 people
Explain the rules
Supervise bingo rounds
3 people
Serve snacks
2 people
Refill drinks
Hand out prizes
2 people
Check children out
3 people

Aftercare

Gather bingo materials
3 people
Clear away food and drinks
2 people
Clear tables and chairs
3 people
Collect waste
2 people
Wash dishes
2 people
Clean the room
2 people
Remove decorations
2 people
Return materials

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Tableclothsqty 8

Tableware

Reusable cupsqty 70
Reusable platesqty 70
Reusable cutleryqty 70
Serving plattersqty 8
Serving utensilsqty 6

Equipment

Bingo cage
Bingo ballsqty 90
Wireless microphone
Bluetooth speaker
Extension cordqty 2
Power stripqty 2

Game materials

Bingo cardsqty 70
Bingo cardsqty 500
Pencilsqty 70
Spare pensqty 12
Score sheetsqty 80
Prize bagsqty 35

Decorations

Balloonsqty 100
Buntingqty 6
Balloon pumpqty 2
Name stickersqty 70
Wayfinding signsqty 6

Kitchen

Coolersqty 3
Ice cube traysqty 2
Thermos flasksqty 3
Water jugsqty 4

Cleaning

Broomqty 2
Dustpan and brushqty 2
Bucketsqty 2
Cleaning clothsqty 10

Catering

Bingo prizesqty 35
Groceries

Tips

Set a registration deadline at least 7 days before the event. Use the final number of children to plan bingo cards, pencils, chairs, prize bags and refreshments instead of guessing on the day.
Assign volunteers by job and shift, not just by name. Have at least one person handling registration and dietary requirements, one calling the numbers, and one supervising the prize table during each game.
Test the bingo cage, balls, microphone, Bluetooth speaker, extension cord and power strip before children arrive. A 15-minute sound check can prevent a noisy room from turning the first game into confusion.
Set up the room in this order: clear and clean the hall, place tables and chairs, arrange bingo tables, then add the food area and prize table. Leave clear paths between tables and keep cables against walls or taped down.
Prepare the prize table and signs before opening the doors. Keep prizes wrapped in prize bags and label or group them by game so volunteers do not have to search while children are waiting.

Frequently asked questions

How far in advance should I send children's bingo invitations?: Send invitations 3 to 4 weeks before the event and close registrations about 7 days beforehand. That leaves time to process names, collect dietary requirements, confirm volunteer shifts and buy the right quantity of supplies.
How many bingo cards and pencils do I need for a children's bingo event?: Prepare one bingo card and one pencil per registered child, plus at least 10% spare cards and pencils. For 40 children, that means 44 cards and 44 pencils, with spare pens available for losses or breakages.
How early should I arrive to set up children's bingo?: Arrive 90 minutes before the doors open. Use the first 30 minutes for cleaning and tables, the next 30 for bingo, prize, food and decoration setup, and the final 30 for drinks, signage and the microphone test.
How many prizes do I need for children's bingo?: Plan at least one prize for every planned winning round, plus 2 to 3 spare prizes. If you expect 8 rounds, prepare 10 or 11 wrapped prizes so a tie, damaged item or unexpected extra round does not stop the game.

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.