Children's picnic checklist

A children's picnic needs more than sandwiches and a few games. This checklist takes you from reserving the picnic field and sending invitations to preparing food, setting up shelter and welcoming the children. Collect dietary requirements with the RSVPs, check the forecast before shopping, and keep chilled food cold until serving. On the day, set up tables, tents, activity areas and a welcome table before guests arrive so supervision does not compete with last-minute preparation.

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

Reserve venue and picnic field
Send invitations
2 people
Process registrations
Collect dietary requirements
Prepare program and rules
2 people
Check the weather forecast
Check the shopping list
Do the shopping
3 people
Collect materials
2 people
Chill food and drinks
2 people
Wash and cut fruit
3 people
Prepare sandwiches and wraps
4 people
Set aside vegetarian portions
2 people
Set out game materials
2 people
Set up picnic tables
4 people
Build party tents
4 people
Hang decorations
2 people
Set up buffet tables
3 people
Chill drinks
2 people
Set up the welcome desk
2 people
Conduct a safety check
2 people

Event

Welcome guests
3 people
Guide children to activities
4 people
Serve picnic lunch
5 people
Refill drinks
2 people
Lead the game rounds
5 people
Hand out ice lollies and fruit
3 people
Guide children at departure
3 people
Store food and leftovers safely
3 people

Aftercare

Collect and sort waste
3 people
Wash dishes and supplies
3 people
Clear tables and chairs
4 people
Take down party tents and decorations
4 people
Clean the grounds
4 people
Dry and sort materials
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Party tentsqty 2
Picnic tablesqty 8
Foldable tablesqty 4
Folding chairsqty 40
Picnic blanketsqty 12
Tableclothsqty 6

Tableware

Reusable cupsqty 100
Reusable platesqty 100
Reusable cutleryqty 100
Serving bowlsqty 12
Serving plattersqty 10

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 6
Serving spoonsqty 8
Coolersqty 6
Ice packsqty 24
Thermos flasksqty 4

Equipment

Portable speaker
Extension cordsqty 2

Sports equipment

Footballsqty 3
Frisbeesqty 6
Skipping ropesqty 8
Soft ballsqty 10
Conesqty 20
Ring toss setqty 2
Sidewalk chalkqty 12

Decorations

Balloonsqty 100
Buntingqty 6
Table décorqty 8
Name stickersqty 100

Cleaning

Waste binsqty 6
Handwashing stationsqty 2
Cleaning bucketsqty 2
Washing-up tubsqty 3
Towelsqty 12
First aid kit

Catering

Groceries

Tips

Send invitations early enough to collect RSVPs and dietary requirements before you finalise the shopping list. Keep a written list of vegetarian portions and other food needs at the serving table.
Check the weather forecast the day before and again on the morning itself. Build the party tents before the children arrive, and keep picnic blankets available even if the forecast looks dry.
Prepare fruit, sandwiches and wraps in advance, but keep them chilled until serving. Use separate boards and serving utensils for vegetarian portions so they are not mixed with other food.
Set up the activity area before opening the welcome table. Put out balls, frisbees, skipping ropes, cones, ring toss equipment and sidewalk chalk, then explain the rules before children begin.
Allow time for a safety check before guests arrive. Secure tents and decorations, route extension cords away from walking areas, check the playing surface and place drinks where children can reach them safely.

Frequently asked questions

How far in advance should I send children's picnic invitations?: Send invitations at least 3 weeks before the picnic. Set the RSVP deadline about 7 days before the event so you can confirm numbers, dietary requirements, food quantities and activities.
How much food and drink do I need for a children's picnic?: Plan one main sandwich or wrap per child, plus fruit and a small extra portion for unexpected guests. For drinks, allow 500 to 750 ml per child for a two- to three-hour picnic, with more available in warm weather.
When should I prepare food for a children's picnic?: Wash and cut fruit and prepare sandwiches or wraps on the morning of the picnic, ideally no more than 3 hours before serving. Keep everything chilled in cool boxes with ice packs until the buffet is ready.
How early should I arrive to set up a children's picnic?: Arrive at least 90 minutes before guests are due. Use the first 45 minutes for tents, tables, blankets and the safety check, then set up food, drinks, decorations, the welcome table and games.

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.