Children’s club afternoon checklist

A children’s club afternoon runs more smoothly when registration, activities and room setup are planned in that order. Confirm the date and room first, then collect registrations, dietary requirements and parent contact details. Prepare the activity programme and craft materials before shopping, and leave enough time to arrange tables, chairs, reception and games. Use the checklist below to keep the final setup focused and make sure volunteers know what happens when children 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

Record date and times
Reserve a room
Create invitations
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Check parent contacts
2 people
Develop the activity program
3 people
Write out the game rules
2 people
Check the shopping list
2 people
Do the shopping
2 people
Gather supplies
3 people
Prepare materials
3 people
Set up tables
3 people
Set out chairs
3 people
Set up the reception table
2 people
Hang decorations
2 people
Prepare craft tables
3 people
Set out game materials
3 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Brief volunteers
2 people

Event

Register children
3 people
Lead the welcome game
3 people
Lead children's songs
3 people
Tell a Bible story
2 people
Guide the craft activity
5 people
Serve drinks and snacks
3 people
Refill drinks
2 people
Supervise outdoor game
5 people
Lead closing prayer
2 people
Hand children over to their parents
3 people

Aftercare

Pack leftover food
2 people
Sort craft materials
2 people
Clear tables and chairs
4 people
Wash dishes
2 people
Collect waste
2 people
Clean the room
3 people
Check toilets
Remove decorations
2 people
Return materials
3 people
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 6
Children's chairsqty 30
Adult chairsqty 8
Reception desk

Tableware

Reusable cupsqty 40
Platesqty 40
Bowlsqty 30
Cutlery setsqty 40
Water jugsqty 4

Kitchen

Coffee maker
Kettleqty 2
Thermos flasksqty 3
Cutting boardsqty 2
Kitchen knivesqty 3
Serving plattersqty 6
Serving spoonsqty 6

Decorations

Balloonsqty 40
Buntingqty 6
Tableclothsqty 6
Name stickersqty 40

Equipment

Bluetooth speaker
Microphone
Extension cordsqty 3
Power stripsqty 3

Craft supplies

Colored paperqty 5
White paperqty 3
Colored pencilsqty 10
Markersqty 10
Wascoqty 8
Scissorsqty 15
Glue sticksqty 15
Children's apronsqty 15

Game materials

Soft ballsqty 6
Hoopsqty 8
Conesqty 20
Tug of war rope
Skipping ropesqty 10
Conesqty 12

Presentation

Children’s Biblesqty 10
Flip chart
Markersqty 4

Safety

Floor marking tapeqty 2
Flashlightsqty 2

Cleaning

Broomqty 2
Floor squeegee
Bucketqty 2
Cleaning clothsqty 8
Waste binsqty 4

Catering

Groceries

Tips

Set the date, times and room before sending invitations. Keep the registration deadline early enough to process numbers, dietary requirements and parent contacts before buying supplies.
Plan the activity programme with clear transitions between the welcome game, songs, crafts and other games. Write the rules down so volunteers can explain each activity consistently.
Prepare craft materials in separate sets before the afternoon starts. Put coloured and white paper, pencils, markers, wax crayons and scissors on the craft tables rather than sorting them during registration.
Set up the room in zones: a reception desk for registration, tables and children’s chairs for activities, adult chairs for helpers, and a clear area for games. Check extension cords and power strips before connecting the speaker or microphone.
Brief volunteers shortly before doors open and assign specific jobs for registration, refreshments and activities. Chill drinks in advance, fill water jugs and prepare coffee and tea so the welcome does not compete with last-minute serving tasks.

Frequently asked questions

How far in advance should I send invitations for a children’s club afternoon?: Send invitations around 3 to 4 weeks before the event and set a registration deadline at least 7 days beforehand. That gives you time to process registrations, check dietary requirements and prepare the room and materials.
How many volunteers do I need for a children’s club afternoon?: Plan at least 1 adult for registration and refreshments, plus 1 activity leader for each activity area. For a group of 20 children, having 3 to 4 adults available usually leaves someone free to handle parents, drinks or unexpected issues.
When should I prepare the craft tables?: Prepare and divide the craft supplies on the day before, then set out the tables and materials 30 to 45 minutes before children arrive. Keep spare paper and writing materials nearby so you do not interrupt the activity to restock.
How early should volunteers arrive?: Ask volunteers to arrive 45 to 60 minutes before the start time. This allows time to arrange tables and chairs, set up reception, hang decorations, check equipment and review the welcome game and activity rules.

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