Children’s Book Week celebration checklist

Use this checklist to organise a Children’s Book Week celebration from the first planning decisions to opening the doors. It covers the programme, venue, reader and workshop bookings, invitations, registrations, children’s activities, book displays and room setup. Build in time for dietary information, name stickers, signage and activity materials—these small details are easy to leave until the last day. On the event day, follow the run sheet so the reading corner, craft tables, reception desk and book swap table are ready before families arrive.

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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 the venue and room layout
2 people
Book the reader and workshop facilitators
2 people
Design invitations
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Finalize children's activities
3 people
Select read-aloud books
2 people
Inventory workshop materials
2 people
Select suppliers and stores
Check the shopping list
2 people
Make name stickers and signage
2 people
Prepare the reading corner
2 people
Print quiz questions and game cards
2 people
Set up book swap table
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare materials per activity
3 people
Print contact list and run sheet

Event

Open venue
2 people
Set up tables and chairs
4 people
Set up the reception desk
2 people
Set up the reading corner
2 people
Set up craft tables
3 people
Set up the book swap table
2 people
Hang decorations
3 people
Test sound equipment
2 people
Build the catering buffet
3 people
Prepare coffee and tea
2 people
Prepare registration materials
Brief volunteers
3 people
Welcome visitors
3 people
Hand out name stickers
2 people
Handle the opening and welcome
2 people
Lead the reading session
2 people
Guide the book scavenger hunt
4 people
Lead the craft session
4 people
Refill drinks
2 people
Refill snacks
2 people
Facilitate the book swap
2 people
Host the children's quiz
2 people
Explain the coloring contest
2 people
Lay out prizes
Support awards ceremony
2 people
Serve the buffet and snacks
4 people
Keep allergen information visible
Lead the parent reading session
2 people
Lead the family game
3 people
Complete the final book swap
2 people
Arrange farewell and thank-you
2 people
Collect lost property
2 people
Collect tableware
3 people
Separate waste
2 people
Clean up catering
3 people
Remove decorations
3 people
Take down tables and chairs
4 people
Lock up the venue
2 people

Aftercare

Wash dishes
3 people
Thoroughly clean the venue
3 people
Check leftover food
2 people
Sort and store materials
2 people
Return borrowed books
2 people
Return borrowed equipment
2 people
Take waste to the collection point
2 people
Collect unpaid bills
Send thank-you messages
2 people
Share photos and results

What to bring

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

Furniture

Tablesqty 8
Chairsqty 90
Children's chairsqty 10
Blanketsqty 12
Bookshelvesqty 2
Coat racksqty 3
Waste binsqty 6
Buffet tablesqty 3

Tableware

Reusable cupsqty 120
Platesqty 100
Bowlsqty 40
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 8

Decorations

Book-themed buntingqty 12
Balloonsqty 120
Balloon pumpqty 2
Tableclothsqty 10
Book postersqty 20
Paper starsqty 30
Photo backdrop
Chalkboardsqty 6
Name stickersqty 120
Directional signsqty 12
Bookendsqty 150

Equipment

Wireless microphonesqty 2
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Laptop
Projector
Projection screen
Coolersqty 4
Thermos flasksqty 6
Kettlesqty 2
Weighing scale

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 12
Serving tongsqty 6
Water jugsqty 8

Cleaning

Bucketsqty 3
Mopsqty 3
Broomsqty 3
Dustpan and brushqty 3
Microfiber clothsqty 12

Lighting

LED light stringsqty 6
Table lampsqty 6
Battery lanternsqty 4

Books and games

Picture booksqty 25
Children's booksqty 100
Puzzlesqty 6
Board gamesqty 8
Coloring pagesqty 150
Scavenger hunt cardsqty 100
Quiz cardsqty 8
Colored pencilsqty 80
Markersqty 80
Scissorsqty 30
Glue sticksqty 40
Craft paperqty 500
Craft cardboardqty 200
Beadsqty 1000
Wax crayonsqty 60
Prize giftsqty 30

Catering

Groceries

Tips

Set the date and programme before booking the reader, workshop facilitators or venue. Allow at least 4–6 weeks for invitations, registrations and activity planning.
Ask for dietary requirements when registrations open, not during arrival. Close the registration list 5–7 days before the celebration so food, seating and name stickers can be prepared accurately.
Prepare each activity in its own labelled set 1–2 days beforehand. This prevents craft materials, quiz questions and game cards from being gathered while children are already waiting.
Give the reading corner its own setup plan: place blankets, children’s chairs, bookshelves and selected read-aloud books together, then test the wireless microphone and speakers before guests arrive.
Print the contact list and run sheet before opening the venue. Reserve at least 60–90 minutes for tables, chairs, the reception desk, signage, craft tables and the book swap table.

Frequently asked questions

How far in advance should I plan a Children’s Book Week celebration?: Start 4–6 weeks before the event. Book the venue, reader and workshop facilitators first, then allow time for invitations, registrations, dietary requirements and activity preparation.
When should I send invitations for a Children’s Book Week event?: Send invitations about 3–4 weeks before the celebration. Set a registration deadline 5–7 days before the event so you can finalise numbers, name stickers, seating and food.
How long does it take to set up a Children’s Book Week celebration?: Plan for 60–90 minutes at the venue. This should cover tables and chairs, the reception desk, reading corner, craft tables, book swap table, directional signs and an audio check.
What should I prepare the day before a book week celebration?: Prepare activity materials, printed quiz questions and game cards, name stickers, signage and the reading corner the day before. Chill drinks and check the shopping list before the event-day setup begins.

Start this plan in Lizzt

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