Craft afternoon checklist: what to arrange and when

A craft afternoon runs smoothly when the creative work is prepared before participants arrive. Confirm the venue first, then manage registrations, dietary requirements and practical information for parents. Choose the activities early enough to test sample crafts and check every material against the number of participants. On the day, set up covered tables, labelled work kits, drying space and clear craft stations before reception starts.

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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

Reserve venue
Create invitations
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Create the participant list
Send parents practical information
Choose craft activities
2 people
Check the materials list
2 people
Make a shopping list
Purchase craft materials
2 people
Do the shopping
2 people
Sort materials
2 people
Assemble work kits
3 people
Make sample crafts
2 people
Prepare name badges
Chill drinks
Set up tables
3 people
Set out chairs
2 people
Cover the tables
2 people
Set up craft stations
4 people
Hang decorations
2 people
Prepare reception
2 people

Event

Receive participants
3 people
Explain the activities
3 people
Guide children
5 people
Serve drinks
2 people
Refill drinks
Hand out snacks
2 people
Let creations dry
2 people
Hand out the projects
2 people
See participants off
3 people

Aftercare

Collect leftover materials
3 people
Clear tables and chairs
4 people
Sort waste
2 people
Wash dishes
2 people
Clean the room
3 people
Check stock
Store leftover materials
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 32
Tableclothqty 6
Drying racksqty 4
Storage cratesqty 8

Craft supplies

Drawing paperqty 200
Colored paperqty 300
Cardboard sheetsqty 100
Folded cardboardqty 60
Colored pencilsqty 40
Markersqty 40
Wascoqty 30
Poster paintqty 24
Paintbrushesqty 36
Mixing palettesqty 12
Children's apronsqty 30
Scissorsqty 30
Glue Sticksqty 40
Liquid glueqty 6
Double-sided tapeqty 6
Clothespinsqty 100
Pom-pomsqty 300
Chenille wireqty 200
Wooden ice lolly sticksqty 200
Craft feathersqty 200
wiggle eyesqty 300
Glitterqty 12
Stickersqty 20
Ribbonqty 10
Ropeqty 6
Apron filmqty 2

Equipment

Extension cordsqty 3
Power stripsqty 3
Glue gunsqty 4

Tableware

Disposable cupsqty 40
Platesqty 40
Spoonsqty 40
Serving plattersqty 6
Serving jugsqty 3

Decorations

Buntingqty 4
Balloonsqty 30
Name badgesqty 35

Cleaning

Waste binsqty 4
Bucketsqty 2
Cleaning clothsqty 12
Floor squeegee

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the craft afternoon. Use the final participant list to confirm dietary requirements and calculate how many work kits, name badges and chairs you need.
Test each chosen craft at least 3 days beforehand. A sample craft shows whether children need adult help, how much drying space is required and whether scissors, glue or paint run out quickly.
Prepare one work kit per participant, plus 2 extra kits for damaged or forgotten materials. Sort paper, cardboard, pencils, markers, paint tools and decorative items before setting up the tables.
Cover the tables before placing out materials, and allow at least 30 minutes for the room setup. Keep wet work near drying racks and store spare supplies in clearly labelled crates.
Send parents the practical information 2 to 3 days before the event. Include the start and finish time, venue details, clothing guidance such as aprons, and any information they need about drinks or dietary requirements.

Frequently asked questions

How far in advance should I send craft afternoon invitations?: Send invitations 3 to 4 weeks before the event and set the response deadline 7 days before it. That leaves enough time to process registrations, confirm dietary requirements and buy the right quantities of materials.
How many craft supplies do I need per child?: Prepare one complete work kit per child and keep 2 extra kits available. For shared items such as paint, palettes, glue and decorative materials, check the activity plan and add roughly 10% spare capacity.
When should I set up the craft stations?: Set up the tables, chairs, coverings and craft stations at least 30 minutes before participants arrive. Place the work kits and name badges only after the layout is fixed, so materials do not need to be moved.
What should I tell parents before a craft afternoon?: Send practical information 2 to 3 days in advance. Include the venue, arrival and collection times, suitable clothing, whether aprons are provided, and how you are handling drinks and dietary requirements.

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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.