Children's reading afternoon: a practical checklist

A children's reading afternoon needs more than a pile of books and a few chairs. Set the date and reading programme first, then confirm readers, reserve the room and open registrations. Before guests arrive, prepare the reading corner, craft tables, reception desk, drinks and equipment in that order. This checklist helps you keep the afternoon calm for children, readers and parents, including the small jobs that are easy to leave until the last minute.

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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
Contact readers
2 people
Select read-aloud books
2 people
Reserve venue and room
Send invitations
2 people
Process registrations
Collect dietary requirements
Schedule readers for good
Preparing the readings
3 people
Choose activities for children
2 people
Check the shopping list
Do the shopping
2 people
Print registration list and badges
Lay out read-aloud books
2 people
Sort craft materials
2 people
Chill drinks
Ventilate room
Set up tables and chairs
3 people
Set up reading corner
2 people
Set up the reception desk
2 people
Set up the coffee and tea station
2 people
Set up craft tables
2 people
Test music and microphone

Event

Welcome visitors
3 people
Register attendance
2 people
Explain the house rules and program
Read the first story aloud
Serve drinks and snacks
3 people
Refill drinks
Guide the craft activity
3 people
Read the second story aloud
Facilitating questions and responses
Display books and materials
Wave goodbye to visitors
2 people

Aftercare

Clear away food and drinks
2 people
Clear tables and chairs
3 people
Wash dishes
2 people
Sort craft materials
2 people
Collect waste
2 people
Clean the room
3 people
Return borrowed items
2 people
Handle lost and found
Call participants about supplies

What to bring

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

Furniture

Children's chairsqty 20
Adult chairsqty 20
Tablesqty 6
Blanketsqty 6
Cushionsqty 30
Bookshelvesqty 2

Tableware

Reusable cupsqty 60
Tea glassesqty 30
Platesqty 50
Spoonsqty 50
Pliersqty 4

Equipment

Kettleqty 2
Coffee maker
Microphone
Speaker
Extension cordsqty 3
Power stripsqty 3

Decorations

Tableclothsqty 6
Garlandqty 4
Book tablesqty 2
Program postersqty 4

Craft supplies

Colored pencilsqty 10
Wascoqty 8
Scissorsqty 20
Glue sticksqty 20
Drawing paperqty 100
Colored paperqty 100
Markersqty 10
Craft matsqty 6

Reception

Registration desk
Name stickersqty 50
Markersqty 6
Clipboardsqty 2
Program postersqty 50

Cleaning

Waste binsqty 4
Dustpan and brushqty 2
Bucketsqty 2
Cleaning clothsqty 10
Dishclothsqty 8
Hand soapqty 2

Catering

Thermos flasksqty 4
Serving traysqty 4
Coolersqty 2
Groceries

Tips

Confirm readers before sending invitations, then give each person a clear time slot and the book or reading section they are preparing. Leave enough time for a short introduction and changeover between readers.
Ask for dietary requirements when processing registrations, not on the day itself. Print the registration list and badges after registrations close, and keep the list at the reception desk.
Prepare one reading corner with cushions and blankets, plus suitable chairs for children and adults. Lay out the books in programme order so the next reader does not have to search for a title.
Separate craft supplies by activity before guests arrive: place drawing paper, coloured paper, pencils, crayons, markers, scissors and glue on the craft tables. Put craft mats underneath materials that may mark the tables.
Finish room setup before welcoming visitors: arrange tables and chairs, test the microphone and speaker, ventilate the room, chill drinks, and set up the coffee and tea station. Keep extension cords and power strips out of walking routes.

Frequently asked questions

How far in advance should I organise a children's reading afternoon?: Start at least 4 to 6 weeks beforehand. Set the date, reserve the room and contact readers first; send invitations once the programme and registration process are clear.
How many readers do I need for a children's reading afternoon?: Plan one reader for each scheduled reading slot, plus at least 1 backup reader if possible. Allow around 15 to 20 minutes per reading, including settling the children and changing readers.
When should I send invitations for a children's reading afternoon?: Send them 3 to 4 weeks before the event and set a registration deadline about 7 days beforehand. Use the final week to collect dietary requirements, print badges and confirm attendance numbers.
What should I prepare on the day of a children's reading afternoon?: Complete room setup, the reading corner, craft tables, reception desk and drinks station before the first visitor arrives. Reserve at least 60 minutes for setup and 15 minutes for testing the microphone, speaker and music.

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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.