Children’s book party checklist

A children’s book party needs more than a stack of good stories. You’ll need a clear programme, confirmed read-aloud guests, age-appropriate workshops, book tables and enough volunteers to keep activities moving. This checklist follows the work from setting the date and booking the venue to preparing name tags, a scavenger hunt, refreshments and the equipment for readings or presentations. Use it to see what to arrange first and what is easy to leave until the last minute.

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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
Reserve venue
Confirm the reading guests
Book activities and workshops
2 people
Design invitations
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Publish the program online
Recruit volunteers
2 people
Assign volunteers
2 people
Select read-aloud books
2 people
Check workshop materials
2 people
Calculate catering quantities
Make a shopping list
Order books and materials
Prepare name badges
2 people
Print programs
Prepare scavenger hunt
2 people
Make decorations
3 people
Set up book tables
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare perishable catering
3 people
Pick up venue keys
Check rooms
2 people
Set up tables and chairs
4 people
Set up the reading corner
2 people
Set up workshop tables
3 people
Set up the book market
3 people
Hang decorations
3 people
Test sound system
2 people
Build the catering buffet
3 people
Set up the registration table
2 people
Clear emergency routes
2 people
Welcome volunteers
2 people
Brief volunteers
3 people

Event

Register visitors
3 people
Distribute program
2 people
Handle the opening
2 people
Lead the reading session
3 people
Lead the craft session
4 people
Serve drinks and fruit
4 people
Refill drinks
2 people
Guide the scavenger hunt
5 people
Host the book quiz
2 people
Serve snacks
4 people
Supervise the book fair
3 people
Host the autograph session
2 people
Guide the evening reading
3 people
Arrange a film or storytelling performance
3 people
Supervise activities
4 people
Check toilets
Empty trash bins
2 people
Deliver the closing speech
2 people
Wave goodbye to visitors
3 people
Collect books and items
3 people

Aftercare

Clean up catering
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Remove decorations
3 people
Clean rooms
4 people
Dispose of waste
2 people
Return borrowed materials
2 people
Pack unread books
2 people
Register lost property
Lost and found messages
Send thank-you messages

What to bring

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

Furniture

Tablesqty 12
Chairsqty 100
Lounge sofasqty 4
Bookshelvesqty 4
Blanketsqty 8
Foldable tablesqty 4

Equipment

Laptopsqty 2
Projector
Projection screen
Speakersqty 2
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Cash register
Card machine

Tableware

Reusable cupsqty 120
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 40
Serving plattersqty 12
Serving boardsqty 6

Kitchen

Kettlesqty 2
Coffee machinesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Knivesqty 8
Pliersqty 6
Serving spoonsqty 8

Decorations

Book flagsqty 8
Paper garlandsqty 12
Balloonsqty 100
Tableclothsqty 12
Bookmark displayqty 4
Decorative stacks of booksqty 10

Lighting

LED string lightsqty 6
Standing lampsqty 4

Activities

Children's booksqty 150
Colored pencilsqty 120
Markersqty 80
Crayonsqty 60
Scissorsqty 30
Glue sticksqty 40
Craft paperqty 10
Cardboard boxesqty 30
Sticker setsqty 20
Apronsqty 30
Scavenger hunt signsqty 20
Prize booksqty 20

Registration

Name badgesqty 120
Lanyardsqty 120
Printer paperqty 500
Pensqty 30
Clipboardsqty 4
Program leafletsqty 120

Cleaning

Waste binsqty 8
Broomsqty 3
Mopsqty 3
Bucketsqty 3
Dustpan and brushqty 3

Catering

Groceries

Tips

Set the date, venue and programme before sending invitations. Confirm read-aloud guests and booked workshops first, then publish the programme so families know what to expect.
Collect dietary requirements with RSVPs, not on the event day. Calculate catering quantities once you know the expected attendance, and prepare drinks, cups, plates and serving equipment separately.
Check every workshop kit and reading setup at least 7 days beforehand. Test the projector, screen, speakers, microphones, laptops, extension leads and power strips in the actual room.
Plan volunteer shifts in blocks of 60–90 minutes. Assign separate people to registration, activity support, food service and room changes so one late arrival does not disrupt the readings.
Prepare the details children use on the day at least 24 hours ahead: name tags, printed programmes, book tables, book flags, decorations and the scavenger hunt. Pick up venue keys before setup starts, not during guest arrival.

Frequently asked questions

How far in advance should I plan a children’s book party?: Start 6–8 weeks ahead if you need to book a venue, guest readers or workshops. Send invitations about 4 weeks before the party and set an RSVP deadline 7–10 days before it.
How many volunteers do I need for a children’s book party?: Plan on 1 volunteer per 8–10 children, plus one person coordinating the event. For 30 children, that usually means 3–4 activity volunteers and 1 lead organiser.
When should I confirm catering quantities and dietary requirements?: Ask for dietary information when invitations go out and close the list 7–10 days before the event. Confirm final quantities after the RSVP deadline, then buy perishable food 1–2 days before the party.
What should I test before a children’s book party?: Test the projector, screen, speakers, microphones, laptops and power connections at least 7 days before the event. Repeat a short sound and presentation check when you set up the room on the day.

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.