Children’s Festival Checklist

A children’s festival needs more than games and snacks. You need a clear program, a safe layout, enough supervisors, reliable deliveries and a simple registration process. Start with the date, venue and permits, then arrange suppliers, invitations and volunteers before preparing food and activity stations. This checklist helps you work through the plan in order, including details that are often left until the last day, such as dietary requirements, power access, weather cover and chilled drinks.

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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 venue
Check permits
Reserve suppliers
Design invitations
Send invitations
2 people
Process registrations
Collect dietary requirements
Publish the program
Recruit volunteers
2 people
Assign activity supervisors
2 people
Confirm deliveries
Check the weather forecast
Do the shopping
3 people
Check materials
2 people
Sort games
2 people
Set out prizes and craft kits
2 people
Chill drinks
2 people
Prepare snacks
4 people
Inspect venue
2 people
Receive deliveries
2 people
Cordon off the area
3 people
Set up tables and chairs
4 people
Set up party tents
4 people
Set up activity stations
5 people
Hang decorations
3 people
Connect sound equipment
2 people
Lay out craft materials
2 people
Set up prize booth
2 people
Build the catering buffet
4 people
Set up the drink stations
3 people
Check toilets
Place first aid kit
Set up the registration table
2 people
Brief volunteers
2 people
Conduct final safety check
2 people

Event

Welcome visitors
4 people
Explain the program
Supervise children's activities
8 people
Supervise the craft table
3 people
Restock game supplies
2 people
Serve drinks
3 people
Refill drinks
2 people
Serve snacks
4 people
Supervise races
3 people
Supervise face painting
2 people
Provide the music program
2 people
Register prize winners
Serve the meal
5 people
Restock the buffet
3 people
Empty trash bins
2 people
Clean the toilets in between
Guide visitors out
3 people
Collect lost property
Do a final site sweep
2 people

Aftercare

Clean up catering
4 people
Sort waste
3 people
Wash dishes
3 people
Wipe down tables and chairs
3 people
Clean the venue
4 people
Remove decorations
3 people
Take down party tents
4 people
Pack up materials
3 people
Check borrowed items
2 people
Return materials
2 people
Store leftover food
2 people
Have waste removed
Register lost and found items

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 12
Chairsqty 80
Beer tablesqty 6
Registration desk
Stoolsqty 10

Tableware

Reusable cupsqty 150
Children's cupsqty 60
Platesqty 130
Children's platesqty 50
Cutlery setsqty 130
Coffee cupsqty 40
Serving plattersqty 12
Serving spoonsqty 8

Equipment

Coolersqty 6
Kettlesqty 2
Coffee machinesqty 2
Speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6
Rechargeable lampsqty 8

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 6
Measuring cupsqty 3
Frying pansqty 2
Food warmersqty 4
Aluminum foilqty 4
Food storage containersqty 12

Decorations

Balloonsqty 200
Balloon pumpqty 2
Buntingqty 12
Tableclothsqty 12
Wayfinding signsqty 10
Name badgesqty 120

Sports equipment

Footballsqty 6
Conesqty 30
Hoopsqty 12
Skipping ropesqty 12
Soft ballsqty 20
Water tubsqty 4
Bubble wandsqty 20
Craft table runnersqty 6
Colored pencil setsqty 20
Apronsqty 12
Paintbrushesqty 40
Paint traysqty 12
Face paint setsqty 6
Glitterqty 6
Prizes and stickersqty 150

Cleaning

Waste binsqty 12
Outdoor trash binsqty 6
Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 8
Disinfectantqty 4
First aid kit

Lighting

String lightsqty 6
Battery lanternsqty 8

Catering

Groceries

Tips

Set the program before sending invitations. Include start and finish times, activity locations and registration details so families know what to expect and supervisors can be assigned to specific stations.
Collect dietary requirements when registrations come in, not during setup. Use the final numbers to plan snacks, children’s plates and cups, serving equipment and separate food storage.
Check the venue layout at least one day before the festival. Confirm where the registration desk, tables, chairs, party tents, activity stations, speakers and extension cords will go, and keep cables away from walking routes.
Treat deliveries as a timed task on the day. Confirm arrival windows in advance, assign one person to receive and check them, and keep food warmers, coolers and storage containers ready before food arrives.
Make a weather decision before guests travel. Check the forecast the day before and again on the morning, then confirm which activities can move under party tents and whether the area needs cordoning off for safety.

Frequently asked questions

How far in advance should I organise a children’s festival?: Set the date and reserve the venue at least 8 to 12 weeks ahead. Use the following weeks for permits, suppliers, invitations, registrations and volunteer planning, leaving the final 7 days for confirmations and materials.
How many volunteers do I need for a children’s festival?: Assign at least one supervisor to each activity station, plus separate people for registration, deliveries and general safety. Finalise the roster at least 2 weeks before the event so replacements can be found.
When should I send children’s festival invitations?: Send invitations 4 to 6 weeks before the festival and set a registration deadline about 10 days before it. That gives you time to confirm attendance, dietary requirements, activity numbers and snack quantities.
What should I prepare the day before a children’s festival?: Check the forecast, confirm deliveries, inspect the venue, sort games and check all materials the day before. Chill drinks and prepare snacks as late as practical, usually within 24 hours of serving.

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.