Children’s festival checklist: what to organise and when

A children’s festival needs more than activities and decorations. You’ll need a clear programme, safe site layout, volunteer cover, registrations, supplies and a backup plan for bad weather. Start with the date, venue requirements and permissions, then build the activity schedule and confirm who is responsible for each area. In the final week, check materials, prizes, signage, sound equipment and dietary information so small omissions do not disrupt the day.

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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
Divide up the venue and grounds
2 people
Check permits
Check liability
Record suppliers and rentals
2 people
Recruit volunteers
2 people
Develop the activity program
2 people
Design invitations
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Publish the program online
Confirm reservations
Create volunteer schedule
2 people
Print the run sheet
Print contact list
Check the weather forecast
Prepare the backup rain program
2 people
Inventory materials
2 people
Buy game prizes
2 people
Do the shopping
3 people
Sort prizes
2 people
Prepare crafts
3 people
Print scavenger hunt cards
Compile the music playlist
Chill drinks
2 people
Prepare snacks
4 people
Create allergen cards
Prepare the cash register and change
2 people
Charge phones and walkie-talkies
Inspect the grounds
3 people
Set up tents and parasols
6 people
Set up tables and chairs
5 people
Lay out power and extension cords
2 people
Connect the sound system
2 people
Set up the cuddle corner
2 people
Set up game stations
4 people
Set up craft tables
3 people
Set up the face-painting table
2 people
Build the catering buffet
4 people
Set up the drinks bar
3 people
Place waste stations
2 people
Place route and safety signs
2 people
Set up the registration table
2 people
Hang up the activity schedule
2 people
Set out snacks and fruit
4 people
Brief volunteers
3 people
Check first aid and contact details
2 people
Do a final site round
3 people

Event

Welcome visitors
4 people
Register children
3 people
Assist with opening program
2 people
Facilitate craft activities
4 people
Supervise games
5 people
Provide face painting
3 people
Supervise the bouncy castle
2 people
Set up the treasure hunt
2 people
Guide the scavenger hunt
3 people
Provide the music program
2 people
Serve snacks
4 people
Serve drinks
3 people
Refill drinks
2 people
Restock the buffet
3 people
Empty trash bins
2 people
Check toilets
2 people
Register lost property
Check water stations
Run the kids’ disco
3 people
Support awards ceremony
2 people
Announce the closing
Ensure visitors leave safely
4 people

Aftercare

Clear away food scraps
3 people
Collect tableware and materials
4 people
Take down tables and chairs
5 people
Take down tents and parasols
6 people
Sort game materials
3 people
Turn off the sound system
2 people
Collect waste
4 people
Clean the grounds
4 people
Wash dishes
3 people
Empty coolers
2 people
Label borrowed items
2 people
Lock up the venue
2 people
Return materials
2 people
Return rented items
2 people
Distribute leftover food
2 people
Handle lost and found
Collect invoices and receipts
Archive photos and materials

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 80
Beer tablesqty 6
Picnic blanketqty 8
High tablesqty 4
Clothes racksqty 2

Tableware

Reusable cupsqty 150
Children's cupsqty 80
Platesqty 120
Bowlsqty 80
Cutlery setsqty 120
Serving plattersqty 12
Serving spoonsqty 8
Coffee potsqty 3
Thermos flasksqty 4

Decorations

Balloonsqty 300
Balloon pumpqty 3
Buntingqty 20
Buntingqty 8
Tableclothsqty 16
Theme charactersqty 12
Directional signsqty 12
Program postersqty 10

Equipment

Active speakersqty 2
Mixer
Microphoneqty 2
Speaker standsqty 2
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Speaker standqty 2

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Pliersqty 6
Measuring cupsqty 3
Ice packsqty 20

Sports equipment

Soft ballsqty 20
Hoopsqty 12
Conesqty 30
Skipping ropesqty 12
Trash bagsqty 12
Can toss setqty 2
Ring toss setqty 2
Parachute cloth

Craft supplies

Children’s paint apronsqty 30
Aprons for supervisorsqty 6
Table easelsqty 10
Paint traysqty 20
Brushesqty 60
Scissorsqty 30
Glue gunsqty 4
Colored pencilsqty 30
Markersqty 30
Drawing paperqty 500
Craft binsqty 12
Face paint setsqty 4
Mirrorsqty 4
Glitterqty 12
Small paintbrushesqty 24

Safety

First aid kitsqty 2
Barrier tapeqty 4
Traffic conesqty 12
Flashlightsqty 6
Name stickersqty 150
Wristbandsqty 150

Registration

Registration formsqty 150
Clipboardsqty 6
Ballpoint pensqty 30
Cash register
Cash box

Game materials

Scavenger hunt cardsqty 120
Stamp setsqty 6
Ink padsqty 6
Wheel of fortune
Bubble machinesqty 4
Prize table

Lighting

LED string lightsqty 8
LED lampsqty 6
Batteriesqty 24

Cleaning

Waste binsqty 10
Dustpan and brushqty 3
Bucketsqty 4
Mopsqty 4
Cleaning glovesqty 8

Catering

Groceries

Tips

Set the date, programme and venue layout before inviting families. Mark activity areas, food service, quiet space, toilets, entrances and emergency access so volunteers know where everything belongs.
Give registrations a clear closing date, ideally 7–10 days before the festival. Use the final list to confirm attendance, dietary requirements, activity capacity and the number of children’s cups, plates and portions needed.
Create the volunteer rota at least one week ahead and print a contact list and run sheet. Assign cover for arrivals, activities, food, first aid or safeguarding, clean-up and breaks rather than relying on people to fill gaps on the day.
Prepare the rain programme no later than 48 hours before the event, then check the forecast again on the morning. Decide which activities move under party tents or indoors and test extension cords, power strips, speakers and the microphone before children arrive.
Pack activity materials in labelled boxes and sort prizes before loading the venue. Print scavenger hunt cards, prepare crafts, check the music playlist and place directional signs where families make their first decisions.

Frequently asked questions

How far in advance should I plan a children’s festival?: Start at least 8–12 weeks before the festival. Set the date, check permits and liability, reserve suppliers, recruit volunteers and develop the programme early; invitations and registrations can follow once the main details are confirmed.
When should children’s festival registrations close?: Close registrations about 7–10 days before the event. This gives you time to confirm numbers, collect dietary requirements, adjust supplies and create a practical volunteer and activity schedule.
How many volunteers do I need for a children’s festival?: Plan one named volunteer for each activity area, plus separate cover for arrivals, food, supervision and clean-up. Add at least 10–15% extra capacity so breaks, late arrivals and unexpected tasks do not leave an area unattended.
When should I prepare a rain plan for a children’s festival?: Write the backup programme at least 48 hours before the event and make the final weather decision the evening before. Move suitable crafts, games and music under cover, and test the available power and sound setup before opening.

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.