Children’s Festival Checklist

A children’s festival needs more than activities and decorations. You’ll need a clear programme, reliable registration details, consent forms, supervisors, dietary information and a practical layout for the venue. This checklist takes you from confirming the date and location to setting out activity packs, food and name stickers. It also helps you catch the jobs that are often left until the last minute, such as weather checks, labelled diet meals and testing sound equipment.

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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

Confirm date and location
2 people
Compile program
2 people
Select activities
2 people
Design invitations
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Check contact details
Make reservations
2 people
Assign activity supervisors
2 people
Prepare consent forms
Create floor plan
2 people
Print the run sheet
Check the weather forecast
Create final participant list
Label diet meals
2 people
Do the shopping
3 people
Check materials
2 people
Set out activity packs
3 people
Prepare food
4 people
Fill coolers
2 people
Make name stickers
2 people
Open venue
2 people
Set up tables
4 people
Set out chairs
3 people
Build party tents
4 people
Set up the reception desk
2 people
Hang decorations
3 people
Set up activity stations
6 people
Prepare game materials
4 people
Set up craft tables
3 people
Test sound equipment
2 people
Hang lighting
3 people
Tape down power cables
2 people
Display food and drinks
4 people
Check toilets
2 people
Place waste stations
2 people
Prepare first aid supplies
Give briefing to supervisors
3 people

Event

Staff the registration desk
2 people
Welcome visitors
3 people
Hand out name stickers
2 people
Explain the program
2 people
Guide the craft activity
4 people
Oversee face painting
3 people
Guide the scavenger hunt
4 people
Supervise outdoor games
4 people
Supervise jump rope station
2 people
Make balloon figures
2 people
Serve drinks
3 people
Refill drinks
2 people
Serve snacks
3 people
Serve the meal
5 people
Serve diet meals
2 people
Clear tables
3 people
Run the kids’ disco
3 people
Operate the music
Announce the final round
Wave goodbye to visitors
3 people
Collect lost property
2 people

Aftercare

Collect activity materials
4 people
Remove decorations
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Collect waste
3 people
Wash dishes
3 people
Clean the kitchen
2 people
Clean the restrooms
2 people
Leave venue clean
4 people
Switch off equipment
2 people
Sort materials
3 people
Check stock
Return rental items
2 people
Store leftover food
2 people
Keep lost and found items

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 60
Beer tablesqty 4
Counter table
Blanketsqty 8

Tableware

Reusable cupsqty 150
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Pouring jugsqty 8
Coffee cupsqty 30

Decorations

Buntingqty 10
Balloonsqty 150
Balloon pumpqty 2
Table décorqty 12
Directional signsqty 12
Name badgesqty 150
Markersqty 20
Tapeqty 8

Equipment

Portable speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 4
Coolersqty 4
Coffee maker
Water dispensersqty 3
Thermos flasksqty 4
Hot platesqty 2
Bluetooth music player

Sports equipment

Footballsqty 6
Conesqty 30
Hoopsqty 12
Skipping ropesqty 12
Soft ballsqty 12
Ring toss setsqty 3
Relay batonsqty 12
Sidewalk chalkqty 12

Craft supplies

Craft paperqty 500
Colored pencilsqty 60
Markersqty 60
Scissorsqty 30
Glue sticksqty 40
Paint setsqty 12
Brushesqty 40
Apronsqty 20
Glitterqty 12
Bead traysqty 6
Rope rollsqty 6
Balloon figuresqty 200
Face paint setsqty 4

Safety

First aid kitsqty 2
Flashlightsqty 4
Barrier tapeqty 4
Cable matsqty 8
Walkie-talkiesqty 6

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8
Hand soap dispensersqty 4

Catering

Groceries

Tips

Confirm the date and location before designing invitations, then allow enough time to process registrations and check every contact detail. Set a clear closing date for replies so the final participant list is ready before the event.
Build the programme around the number of activities and assign a named supervisor to each one. Prepare consent forms and activity packs in advance rather than trying to organise them while families are arriving.
Check dietary requirements as registrations come in, not the day before. Label diet meals separately and keep the final list with the person responsible for serving food.
Create a floor plan that shows tables, chairs, activity areas and clear directions. Check that party tents, extension cords and power strips do not obstruct walkways or create access problems.
On the final day, check the weather forecast, materials and sound equipment. Open the venue early enough to set up tables, chairs, activity packs, coolers, water dispensers and name stickers before the first children arrive.

Frequently asked questions

How far in advance should I plan a children’s festival?: Start planning at least 6–8 weeks ahead. Confirm the date and location first, then allow time for invitations, registrations, reservations, consent forms and activity preparation.
When should I send children’s festival invitations?: Send invitations around 4 weeks before the festival and set an RSVP deadline about 10–14 days before it. This gives you time to check contact details, dietary requirements and supervisor numbers.
How many supervisors do I need for a children’s festival?: Assign at least one named supervisor to every activity area, then add cover for breaks and busy arrival periods. Final numbers depend on the activities, venue layout and local safeguarding requirements, so confirm the ratio before invitations go out.
When should I prepare the food and activity packs?: Check materials and set out activity packs on the day before where possible. Prepare food close enough to serving time for safety, and fill coolers and label diet meals before guests arrive.

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.