Children’s party checklist: everything to arrange

A children’s afternoon needs more than games and snacks. You need a clear activity programme, enough adults, a practical arrival process and a plan for changing weather. This checklist takes you from confirming the date and location to setting up tables, activity stations, food and drinks. It also covers details that are easy to leave too late, such as collecting dietary requirements, preparing name stickers and briefing volunteers before children arrive.

Organize this event for free with Lizzt

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
Put together the activity program
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Make reservations
Assign volunteers
2 people
Send parents practical information
Check the weather forecast
Do the shopping
3 people
Check materials
2 people
Prepare activity tables
3 people
Prepare prizes and game cards
2 people
Chill drinks
2 people
Open venue
2 people
Set up tables
4 people
Set up chairs
3 people
Build party tents
4 people
Hang decorations
3 people
Connect the sound system
2 people
Set out game materials
4 people
Set up the buffet and drinks station
3 people
Set up the registration table
2 people
Give volunteer briefing
2 people

Event

Receive participants
3 people
Hand out wristbands
2 people
Lead the opening game
3 people
Supervise the craft table
4 people
Supervise outdoor games
5 people
Serve snacks
3 people
Refill drinks
2 people
Guide the scavenger hunt
5 people
Handle prize ceremony
2 people
Serve dinner
5 people
Run the kids’ disco
3 people
Check out parents and children
3 people

Aftercare

Pack leftover food
3 people
Remove decorations
3 people
Clear tables and chairs
5 people
Collect waste
3 people
Wash dishes
3 people
Clean the venue
4 people
Pack up materials
3 people
Take down party tents
4 people
Return borrowed items
2 people
Lock up the venue
2 people

What to bring

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

Furniture

Party tentqty 2
Folding tableqty 8
Chairqty 70
Buffet tableqty 2

Tableware

Reusable plateqty 70
Reusable cupqty 100
Cutlery setqty 80
Trayqty 12
Serving tongsqty 8

Kitchen

Coffee makerqty 2
Kettleqty 2
Thermosqty 4
Cutting boardqty 3
Kitchen knifeqty 4
Cool boxqty 4

Equipment

Bluetooth speakerqty 2
Extension cordqty 4
Power stripqty 3
Microphone
Flashlightqty 6

Sports equipment

Soccerqty 4
soft ballqty 6
Hoopqty 10
Marker coneqty 20
Jump ropeqty 8
Sidewalk chalkqty 12

Decorations

Balloonsqty 150
Buntingqty 12
Tableclothsqty 10
Name stickersqty 100
Wristbandsqty 100
Prizesqty 50
Arrow signqty 6

Cleaning

Bucketqty 3
Mopqty 3
Broomqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Send invitations early enough to process replies, dietary requirements and parent information before you buy food or assign volunteers. Use the final attendance list to estimate seating, drinks and activity materials.
Build the programme around short activity blocks rather than one long game. Prepare prices, game cards and each activity table before setup day so volunteers are not cutting or sorting materials while children are arriving.
Check the weather on the day before and again on the morning itself. If outdoor activities depend on dry conditions, have the partytent and an indoor alternative ready before the location opens.
Plan the setup in zones: an entrance table for registrations, separate activity tables, a buffet and drink point, and a clear space for movement. Put name stickers or wristbands at the entrance so children can be identified quickly.
Brief volunteers before participants arrive and assign specific areas or activities. Check extension cables, power strips and the speaker before guests come, then cool drinks and place reusable cups where children can reach them safely.

Frequently asked questions

How far in advance should I plan a children’s afternoon?: Confirm the date, location and programme at least 4 weeks beforehand. Send invitations early enough to allow 7 to 10 days for replies, then use the final numbers for food, seating and volunteer planning.
How many volunteers do I need for a children’s afternoon?: Plan at least 1 responsible adult for every 8 to 10 children, with extra help for registration, food and equipment. Confirm the rota no later than 1 week before the event and brief everyone before opening.
When should I set up a children’s party?: Allow 2 to 3 hours for tables, chairs, tents, decoration, activity stations, food and sound equipment. Finish the main setup at least 30 minutes before children arrive so volunteers can take their positions.
How much food and drink should I prepare for a children’s afternoon?: Use the confirmed attendance list and prepare around 2 drinks per child for the first few hours, plus water available throughout. Buy food only after dietary requirements are collected, ideally 2 to 3 days before the event.

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.