Children’s festival checklist

A children’s festival needs more than games and decorations. You need a clear programme, a safe site layout, enough volunteers, food information and a plan for changing weather. Start with the date, venue and activities, then move to registrations, staffing and supplies. Use this checklist to keep deliveries, dietary requirements, signs and equipment from becoming last-minute problems. It also helps you prepare practical details such as cool storage, craft materials, sound equipment and instructions for chaperones.

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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
Choose activities and games
2 people
Reserve venue
Check permits
Create a site map
2 people
Send invitations
2 people
Open registrations
Process registrations
2 people
Collect dietary requirements
Check the weather forecast
Confirm deliveries
Assign the activities
2 people
Assign volunteers
2 people
Print contact list
Prepare instructions for chaperones
2 people
Create allergen chart
Create a price list and menu
Check the shopping list
2 people
Do the shopping
3 people
Store supplies dry
2 people
Purchase refrigerated products
2 people
Cool perishables
2 people
Sort games
2 people
Set out craft materials
3 people
Create a music playlist
Check the weather plan
2 people
Inspect the site
3 people
Build party tents
6 people
Set up tables and chairs
5 people
Mark off the no-stage play area
3 people
Set up activity boards
2 people
Hang decorations
4 people
Hang lights
3 people
Set up game stations
6 people
Set up craft tables
4 people
Set up the face-painting table
2 people
Set up the catering buffet
4 people
Chill drinks
2 people
Test sound system
2 people
Set up the information table
2 people
Set out first aid kit
Place waste stations
2 people
Give briefing to supervisors
3 people

Event

Staff the registration desk
2 people
Welcome visitors
3 people
Explain the Program
2 people
Guide the craft activity
3 people
Oversee face painting
3 people
Lead jump rope and ball games
3 people
Guide the scavenger hunt
3 people
Supervise children's dance
2 people
Staff the water and lemonade station
2 people
Serve snacks and sandwiches
4 people
Refill drinks
2 people
Keep the buffet clean and stocked
2 people
Check game materials
2 people
Collect waste
2 people
Announce evening program
Guide music program
2 people
Turn on lighting
Announce the final round
See visitors out
3 people

Aftercare

Chill leftovers safely
2 people
Clean up catering
4 people
Collect game materials
4 people
Remove decorations
3 people
Take down tables and chairs
5 people
Take down party tents
6 people
Take waste to the collection point
3 people
Wash dishes and supplies
3 people
Clean the grounds
4 people
Pack away the sound equipment
2 people
Count inventory
2 people
Return borrowed items
2 people
Keep lost and found items
Send thank-you message
Share photos with permission

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 12
Folding chairsqty 80
Beer tablesqty 4
Buffet tablesqty 4
Changing room table
Changing room screen

Tableware

Reusable cupsqty 150
Reusable platesqty 120
Reusable cutleryqty 150
Coffee cupsqty 40
Serving plattersqty 12
Serving tongsqty 8
Thermos flasksqty 4

Decorations

Balloonsqty 200
Buntingqty 12
Tableclothsqty 12
Paper garlandsqty 10
Welcome sign
Activity signsqty 10
Directional signsqty 12

Equipment

Bluetooth speakerqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Thermos dispensersqty 2
Handheld megaphone

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 6
Measuring cupsqty 3
Water jugsqty 8
Storage boxesqty 12
Ice packsqty 20

Sports equipment

Footballsqty 6
Soft ballsqty 12
Skipping ropesqty 10
Hoopsqty 10
Conesqty 30
Relay batonsqty 8
Sjoelbaksqty 2
Can toss setqty 2
Sidewalk chalkqty 12
Scavenger hunt cardsqty 120
Stamp cardsqty 120
Stampsqty 10
Prizesqty 120
Parachute cloth
Bubble wandsqty 12

Craft supplies

Children's brushesqty 40
Paint palettesqty 20
Apronsqty 30
Craft binsqty 8
Colored pencilsqty 12
Markersqty 12
Colored paperqty 500
Painting canvasesqty 100
Children's scissors setsqty 20
Glue sticksqty 30
Glitter glueqty 20
Beadsqty 2000
Elastic cordqty 10
Stickersqty 500
Cotton bagsqty 100
Plastic table coverqty 12

Face painting

Face painting kitqty 4
Face paint brushesqty 20
Face-painting spongesqty 40

Face paint supplies

Mirrorsqty 4

Lighting

LED string lightsqty 8
LED lampsqty 6
Battery lanternsqty 6

Safety

First aid kit
Barrier tapeqty 4
Traffic conesqty 12
Flashlightsqty 4
Name badgesqty 40
Wristbandsqty 150
Emergency blanketsqty 4

Cleaning

Waste binsqty 10
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Hand soap dispensersqty 4
Toilet brushesqty 2
Microfiber clothsqty 20
Washing-up tubsqty 3
Disinfectant sprayqty 4

Catering

Groceries

Tips

Set the programme and activity areas before sending invitations. Allow at least 15 minutes between activity blocks so groups can move safely and volunteers can reset games or craft tables.
Open registrations early enough to collect dietary requirements and emergency contact details. Finalise the registration list and allergen chart at least 3 days before the festival.
Assign one named volunteer to each activity and give chaperones written instructions before the event day. Print a contact list and keep extra copies at the welcome point and with the activity leads.
Check the weather forecast 48 hours before opening and again on the morning itself. Confirm whether party tents, directional signs, extension cords and power strips are suitable for the planned layout and conditions.
Buy dry supplies first, then refrigerated products as close to the event as practical. Cool perishables before serving, keep drinks in coolers or dispensers, and check deliveries against the shopping list before setup begins.

Frequently asked questions

How far in advance should I plan a children’s festival?: Set the date, programme and venue at least 6 to 8 weeks ahead. This gives you time to check permits, open registrations, recruit volunteers and order or confirm equipment.
How many volunteers do I need for a children’s festival?: Plan at least one responsible adult for each activity area, plus a small coordination team for registration, first aid or welfare, food and site supervision. Add one float volunteer for every 4 to 5 activity stations so breaks and unexpected tasks are covered.
When should I collect dietary requirements?: Ask for dietary requirements during registration and close the collection at least 7 days before the festival. Update the allergen chart after registrations close and check it again when the food delivery or shopping is received.
When should I check the weather for a children’s festival?: Check the forecast 48 hours before the event and again on the morning of the festival. Decide by the previous evening whether tents, indoor alternatives, revised activity areas or extra drinking water are needed.

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.