Craft party checklist: organise the day without missing the details
A craft party runs smoothly when the creative work is prepared before the children arrive. This checklist takes you from invitations and dietary details to sorted materials, covered workstations and a clear activity plan. Allow time for examples, name tags and drying space, not just the craft itself. On the day, you’ll need a simple welcome routine, enough adult guidance and a quick way to restock supplies, drinks and snacks.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Send invitations
Process registrations
Collect dietary requirements
Check participant list
Record parents' contact details
Choose craft activities
Create craft examples
Check materials
Do the shopping
2 people
Sort materials
2 people
Prepare worksheets
2 people
Write name tags
Chill drinks
Set up tables
2 people
Set out chairs
2 people
Cover workstations
2 people
Hang decorations
2 people
Set out snacks
2 people
Event
Welcome guests
2 people
Collect coats and gifts
Give craft instructions
Guide children
3 people
Restock Supplies
Refill drinks
Serve snacks
2 people
Serve birthday cake
2 people
Let creations dry
Hand out the projects
Aftercare
Collect leftover materials
2 people
Clear tables and chairs
2 people
Wash dishes
2 people
Sort waste
Clean work area
2 people
Check restroom
Return borrowed items
Inform parents about pickup
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Foldable tablesqty 3
- Chairsqty 16
- Tableclothsqty 3
- Coat rack
Decorations
- Balloonsqty 30
- Buntingqty 4
- Name badgesqty 16
- Balloon pump
Equipment
- Kettle
- Coolersqty 2
- Extension cord
- Power strip
- Drying rackqty 2
Craft supplies
- Craft apronsqty 16
- Cutting matsqty 8
- Children's scissorsqty 16
- Glue sticksqty 20
- Liquid glueqty 4
- Colored pencilsqty 16
- Markersqty 16
- Wascoqty 8
- Paintqty 12
- Paintbrushesqty 24
- Paint palettesqty 8
- Colored paperqty 8
- White drawing paperqty 100
- Colored cardboardqty 50
- Foam sheetsqty 30
- Chenille wireqty 100
- Wooden ice lolly sticksqty 100
- Children's beadsqty 3
- Woolqty 6
- Punchesqty 4
- Child-friendly tapeqty 6
Tableware
- Reusable cupsqty 20
- Reusable platesqty 20
- Cutlery setsqty 20
- Serving traysqty 3
Cleaning
- Waste binsqty 3
- Cleaning clothsqty 6
- Broom and dustpan
- Vacuum cleaner
Catering
- Groceries
Tips
- Choose two or three craft activities for the party rather than putting every material out at once. Prepare one finished example of each activity so children can see the expected result.
- Sort materials into separate trays or stations at least one day ahead. Count cutting mats, children’s scissors, glue sticks and paintbrushes so a group of four to six children is not sharing one essential tool.
- Set up tables, chairs and covered workstations 45–60 minutes before guests arrive. Keep a clear area for drying painted work, especially when using paint, liquid glue or markers.
- Ask for dietary requirements when registrations come in, then check the final participant list 24 hours before the party. Keep parents’ contact details together so collection questions can be handled quickly.
- Plan two to three drinks per child for the first hour, then refill as needed. Chill drinks in advance and place snacks where children can reach them without walking through the craft stations.
Frequently asked questions
- How early should I send craft party invitations?
- Send invitations 3–4 weeks before the party and set an RSVP deadline about 7 days before it. Use the registrations to confirm numbers, dietary requirements and parents’ contact details.
- How many craft activities do I need for a craft party?
- Plan two or three activities for a party lasting around two hours. Prepare enough materials for every registered child, plus roughly 10% extra for spills, mistakes and replacements.
- When should I set up the craft tables?
- Set up tables, chairs, tablecloths and covered workstations 45–60 minutes before guests arrive. Put out name badges and sorted materials after the furniture is in place, so nothing gets knocked over during setup.
- How much time should children have for each craft?
- Allow 25–35 minutes per main activity, with 5–10 minutes between activities for instructions, hand washing and moving work to the drying rack. Keep one short backup activity ready in case a craft finishes early.
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