Daytime Activity at a Care Facility: Planning Checklist

A daytime activity at a care facility needs more than a room and a few games. This checklist takes you from reserving the room and confirming attendance to setting up accessible game corners, refreshments and a quiet area. It also covers details that are easy to leave too late, such as dietary requirements, large-print game cards, rest seating and testing the microphone. Use the full plan to keep staff, materials and timings aligned before participants arrive.

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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 a room
Confirm date and times
Send invitations
2 people
Process registrations
Collect dietary requirements
Schedule supervisors
Print the game schedule
Print participant list
Check game materials
2 people
Do the shopping
2 people
Set aside dietary products
Chill drinks
2 people
Prepare snacks
3 people
Set out tableware
2 people
Set up tables
3 people
Set up chairs
3 people
Set up game corners
3 people
Hang decorations
2 people
Set up a quiet area
2 people
Test music and microphone
2 people
Check accessibility
2 people
Set up the reception desk
2 people

Event

Receive participants
4 people
Explain the rules
2 people
Lead bingo
3 people
Serve coffee and tea
3 people
Refill drinks
2 people
Lead the game rounds
5 people
Serve snacks
3 people
Lead the break and rest period
3 people
Serve dinner
4 people
Distribute diet meals
2 people
Host music quiz
2 people
Hand out prizes
2 people
Serve the last round
2 people
See participants off
3 people

Aftercare

Collect game materials
3 people
Separate waste
2 people
Wash dishes
3 people
Clear tables and chairs
4 people
Clean the room
3 people
Switch off equipment
2 people
Remove decorations
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 50
Rest chairsqty 4
Stoolsqty 6
Tableclothsqty 6

Tableware

Reusable cupsqty 60
Platesqty 60
Bowlsqty 20
Knivesqty 60
Forksqty 60
Spoonsqty 60
Coffee cupsqty 40
Pouring jugsqty 6
Serving traysqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Bluetooth speaker
Wireless microphone
Extension cordsqty 3

Game materials

Bingo cardsqty 60
Bingo cage
Large-print cardsqty 4
Domino setsqty 4
Ludoqty 4
Puzzlesqty 4
Soft ballsqty 6
Diceqty 12
Scorecardsqty 60
Pensqty 60
Prize packsqty 20

Decorations

Buntingqty 8
Table decorationsqty 6
Balloonsqty 40
Name badgesqty 60

Cleaning

Waste binsqty 4
Trash bag holdersqty 4
Cleaning bucketsqty 2
Mopsqty 2
Broom and dustpan
Washing-up basinsqty 4
Hand soap dispensersqty 3

Catering

Groceries

Tips

Confirm registrations and dietary requirements several days before the activity, then set aside suitable dietary products separately so they are easy to identify during snack service.
Plan more seating than the activity tables alone provide: include rest chairs and stools, and keep clear routes for mobility aids before decorating or placing game corners.
Check every game material before setup, including bingo cards, the bingo cage, large-print cards, dominoes, puzzles and scorecards. Put pens and spare materials at each activity area.
Test the Bluetooth speaker, wireless microphone and extension cords before participants arrive. A short sound check prevents rules and bingo numbers from being difficult to hear.
Prepare the reception desk with the printed participant list and game schedule, and chill drinks before setup begins. Keep the quiet area ready throughout the activity rather than treating it as an afterthought.

Frequently asked questions

How far in advance should I organise a daytime activity at a care facility?: Reserve the room and confirm the date and times as early as possible. Send invitations several weeks beforehand, then process registrations and collect dietary requirements at least 3 to 5 days before the activity.
How many supervisors do I need for a daytime care facility activity?: Schedule enough supervisors to cover reception, activity corners and participant support at the same time. Make the final rota at least 1 week before the event, with one named person responsible for leading bingo and explaining the rules.
What should I prepare before participants arrive?: Set up tables, chairs, rest seating, game corners, refreshments, the reception desk and the quiet area before arrival. Finish the room setup and test the microphone and music at least 30 minutes beforehand.
How do I make bingo and other games accessible for older participants?: Use large-print cards and make sure the caller can be heard clearly through the microphone. Set out pens, scorecards and game materials before the activity, and allow extra time for explaining rules and checking numbers.

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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.