Children’s afternoon checklist

A children’s afternoon runs more smoothly when the practical details are fixed before the first child arrives. Set the date, venue and programme first, then organise invitations, registrations, dietary information and adult supervision. In the final days, prepare the games, food, drinks and equipment, and check the weather. On the day itself, leave time for setting up activity stations, the buffet, registration table and a clear safety check before welcoming children.

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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
Draft invitations
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Assign child supervisors
2 people
Prepare the game schedule
2 people
Create a music playlist
Check the weather forecast
Do the shopping
2 people
Collect materials
2 people
Prepare food
3 people
Chill drinks
2 people
Open venue
2 people
Set up tables and chairs
4 people
Set out game materials
3 people
Hang decorations
3 people
Connect the music
2 people
Set up the buffet and drinks station
3 people
Set up registration desk
2 people
Conduct a safety check
2 people

Event

Welcome children
3 people
Register attendance
2 people
Explain the rules
2 people
Supervise game activities
6 people
Refill drinks
2 people
Serve snacks
3 people
Lead the creative activity
4 people
Supervise the play area
4 people
Hand out prizes
2 people
Escort children on departure
3 people

Aftercare

Collect waste
3 people
Wash dishes and supplies
3 people
Clear tables and chairs
4 people
Clean the venue
3 people
Pack decorations and game materials
3 people
Disconnect sound and lighting
2 people
Return borrowed items
2 people
Return lost and found items

What to bring

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

Furniture

Tablesqty 6
Chairsqty 45
Buffet tablesqty 2
Waste binsqty 4

Tableware

Reusable cupsqty 60
Platesqty 60
Cutlery setsqty 60
Pitchersqty 4
Serving plattersqty 8

Kitchen

Cutting boardsqty 3
Kitchen knivesqty 3
Serving spoonsqty 6
Coolersqty 3

Equipment

Portable speaker
Extension cordsqty 3
Power stripsqty 3
Microphone

Sports equipment

Footballsqty 3
Soft ballsqty 10
Hoopsqty 8
Skipping ropesqty 8
Conesqty 20
Sidewalk chalkqty 3
Parachute cloth

Decorations

Balloonsqty 100
Buntingqty 8
Tableclothsqty 6
Coloring pagesqty 60
Markersqty 12
Colored pencilsqty 12
Tapeqty 4
Scissorsqty 6
Prize bagsqty 45

Lighting

LED lampsqty 4

Cleaning

Bucketsqty 2
Mopsqty 2
Broomsqty 2
Hand broomsqty 2
Hand soap dispensersqty 3
First aid kit

Catering

Groceries

Tips

Assign one adult to registration and attendance, and have the final list ready before children arrive. This also gives you a clear record of who is present during the afternoon.
Plan more activities than you expect to use: prepare at least three active games and two quieter options, such as colouring. Children often finish a game faster than planned.
Check the weather the day before and again on the morning itself. Keep an indoor alternative ready if outdoor games such as football, hoops or skipping ropes cannot go ahead.
Put drinks in cool boxes and set up the buffet before guests arrive. Keep reusable cups, plates and serving utensils together so children are not waiting while you search for them.
Allow at least 30 minutes before arrival for tables, chairs, decorations, music and activity materials. Complete the safety check after everything is in place, including cables, equipment and walkways.

Frequently asked questions

How far in advance should I send children’s party invitations?: Send invitations about 3 weeks before the children’s afternoon. Set an RSVP deadline 7 days before the event so you have time to confirm numbers, dietary needs and adult supervision.
How many adults do I need for a children’s afternoon?: Plan for at least 1 supervising adult for every 6 to 8 children, depending on their age and the activities. Add one adult for registration and keep another available to handle food, injuries or late arrivals.
When should I prepare food and drinks for a children’s afternoon?: Prepare food that keeps well on the day before, then finish cutting and serving shortly before arrival. Chill drinks for at least 4 hours and put the buffet together 30 to 45 minutes before the children arrive.
How early should I set up a children’s afternoon?: Open the venue at least 60 minutes before the planned start time. Use the first 30 minutes for furniture and decorations, then set up games, the buffet, registration and the final safety check.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.