Children's Week organizing checklist

Use this Children's Week checklist to keep planning in the right order, from choosing the date and setting a participant limit to welcoming children at the reception desk. Start with registrations, dietary requirements, emergency contacts and consent forms before booking spaces or buying supplies. Then build the activity schedule, assign groups and check every game station. The final days are for shopping, packing, venue setup and printing attendance lists—not for discovering missing materials or incomplete paperwork.

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

Set the date and program
2 people
Set the participant limit
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
2 people
Check emergency contacts
2 people
Collect consent forms
2 people
Make reservations
Develop the activity schedule
3 people
Create group assignments
2 people
Check game materials
2 people
Finalize shopping list
2 people
Do the shopping
3 people
Store non-perishable food supplies
2 people
Purchase refrigerated products
2 people
Bring materials to the venue
3 people
Check venue and toilets
2 people
Set up tables and chairs
4 people
Build party tents
4 people
Hang decorations
3 people
Set up game stations
4 people
Set up kitchen and serving area
3 people
Print attendance lists

Event

Set up the reception desk
2 people
Register participants
3 people
Hand out wristbands
2 people
Explain the house rules
2 people
Lead icebreaker games
4 people
Serve afternoon drinks
3 people
Refill drinks
2 people
Serve dinner
5 people
Supervise the evening game
4 people
Escort children home
4 people
Prepare breakfast
4 people
Serve breakfast
5 people
Lead the creative activity
5 people
Prepare lunch
4 people
Serve lunch
5 people
Guide the scavenger hunt
6 people
Hand out fruit and drinks
3 people
Support the sports tournament
5 people
Serve the hot meal
5 people
Lead the campfire evening
5 people
Prepare breakfast
4 people
Serve breakfast
5 people
Supervise water games
6 people
Serve lunch
5 people
Supervise the crafts activity
5 people
Distribute snacks
3 people
Lead team games
6 people
Serve the hot meal
5 people
Supervise movie night
4 people
Prepare breakfast
4 people
Serve breakfast
5 people
Guide the nature activity
6 people
Serve lunch
5 people
Supervise the building activity
5 people
Refill drinks
2 people
Run the music game
4 people
Serve the hot meal
5 people
Host quiz night
4 people
Prepare breakfast
4 people
Serve breakfast
5 people
Lead the final games
6 people
Serve lunch
5 people
Facilitate presentations
4 people
Welcome parents
3 people
Guide farewell activity
5 people
Serve farewell meal
5 people
Check out participants
3 people

Aftercare

Wash dishes
3 people
Collect waste
2 people
Store game equipment
3 people
Clear the venue completely
6 people
Put tables and chairs back
4 people
Remove decorations
3 people
Deep clean the kitchen
4 people
Take waste to the collection point
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Store leftover food
2 people
Handle lost property
Archive participant information

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Chairsqty 55
Beer tablesqty 4
Coat racksqty 3

Tableware

Reusable platesqty 60
Reusable bowlsqty 60
Reusable cupsqty 80
Reusable cutleryqty 80
Serving spoonsqty 12
Pouring jugsqty 8

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Mixing bowlsqty 8
Storage binsqty 12
Food warmersqty 6
Coolersqty 6
Thermos flasksqty 6
Kettlesqty 3
Hot platesqty 3

Equipment

Bluetooth speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Projector
Projection screen

Sports equipment

Footballsqty 6
Basketballsqty 4
Volleyball net
Conesqty 30
Hoopsqty 15
Skipping ropesqty 15
Water gunsqty 20
Spongesqty 20
Relay batonsqty 12
Blindfoldsqty 12
Ropeqty 100

Decorations

Buntingqty 8
Balloonsqty 100
Tableclothsqty 12
Name badgesqty 60
Wristbandsqty 60
Tapeqty 8
Markersqty 40
Craft paperqty 10
Paint setsqty 8
Brushesqty 40
Scissorsqty 20
Glue sticksqty 30
Colored pencilsqty 20
Craft cardboardqty 10
Beadsqty 1000
Woolqty 10

Lighting

LED lampsqty 8
String lightsqty 4
Flashlightsqty 12

Cleaning

Bucketsqty 6
Mopsqty 4
Broom setsqty 3
Spongesqty 12
Rubber glovesqty 8
Waste binsqty 6

Catering

Groceries

Tips

Set the participant limit before sending invitations. This gives you a fixed number for group assignments, food quantities, consent forms and the number of activity stations you need.
Collect consent forms, dietary requirements and emergency contacts during registration, then review them at least 3 days before Children's Week. Keep the attendance list and contact information together at reception.
Finish the activity schedule and group assignments before checking game materials. Count the equipment for each station, including balls, cones, hoops and the volleyball net, so one missing item does not stop a group.
Buy non-perishable supplies first and store them together, then purchase refrigerated products as close to the event as practical. Use coolers, storage bins and food warmers according to the serving plan rather than leaving food unprotected.
Allow a dedicated setup block before participants arrive: check toilets and the venue, arrange tables and chairs, build party tents, set up the reception desk and test speakers, extension cords and power strips before opening registration.

Frequently asked questions

How far in advance should I plan Children's Week?: Set the date, program and participant limit at least 4 to 6 weeks ahead. Send invitations early enough to process registrations, collect consent forms and confirm dietary requirements before activities and shopping are finalized.
When should I collect consent forms for Children's Week?: Ask for consent forms when registrations open and set a clear deadline at least 7 days before the event. Review missing forms and emergency contacts 3 days before the first activity.
How much food should I buy for Children's Week?: Base food quantities on the confirmed participant list plus supervisors, rather than on the invitation count. Finalize the shopping list after registrations close, buy non-perishables first and purchase refrigerated products within 1 to 2 days of serving.
How early should the venue be set up for Children's Week?: Reserve at least 2 to 3 hours for setup before participants arrive. Use that time to check the venue and toilets, arrange furniture, build tents, prepare game stations, set up food service and test electrical equipment.

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.