Family circus checklist: what to arrange and when

A family circus needs more than a tent and a few juggling props. You need to coordinate performers, permits, insurance, registrations, food, volunteers, power and a safe circus floor before guests arrive. Start with the date, programme and venue, then confirm the practical details that are easy to leave too late. This checklist takes you from the first arrangements through final setup, including seating, signs, drinks and weather planning.

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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
Check the venue and grounds
2 people
Confirm circus performers
Check permits
Check insurance details
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Send parking information
Print the program
Order catering
Reserve circus equipment
Assign volunteers
2 people
Create a contact list
Check the weather forecast
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Prepare materials
3 people
Cordon off the area
3 people
Set up circus tent
8 people
Check power supply
2 people
Hang lighting
3 people
Check the circus floor
3 people
Set up chairs
5 people
Set up entrance
3 people
Set up the cash register and wristbands
2 people
Set up catering tables
3 people
Set up the buffet and drinks station
4 people
Hang decorations
3 people
Display snacks
3 people
Prepare coffee and tea
2 people
Conduct a safety check
2 people

Event

Welcome performers
2 people
Have performers change clothes
Set up crowd marshals
4 people
Open the doors
4 people
Welcome visitors
4 people
Distribute program
2 people
Facilitate the first performance
5 people
Refill drinks
3 people
Serve snacks
4 people
Supervise children's activities
5 people
Empty trash bins
2 people
Assist with the second performance
5 people
Serve hot snacks
4 people
Keep the break room tidy
2 people
Support the final performance
5 people
Guide visitors on departure
4 people
Close the register
2 people
Collect lost items
2 people

Aftercare

Catering breakdown
4 people
Clear away chairs and tables
5 people
Sort waste
3 people
Wash dishes
3 people
Clean the grounds
4 people
Take down the circus tent
8 people
Remove lighting
3 people
Inventory materials
2 people
Return borrowed items
2 people
Store leftover stock
2 people
Clean coolers
2 people
Remove decorations
3 people
Register lost property

What to bring

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

Furniture

Foldable tablesqty 12
Folding chairsqty 250
Bar stoolsqty 6
Clothes racksqty 2
Bollardsqty 12
Queue barriersqty 8

Tableware

Reusable cupsqty 300
Reusable platesqty 250
Cutlery setsqty 250
Coffee cupsqty 80
Serving plattersqty 20
Serving tongsqty 12
Thermos flasksqty 8

Decorations

Circus flagsqty 20
Balloonsqty 300
Balloon pumpqty 2
Buntingqty 12
Tableclothsqty 12
Wayfinding signsqty 10

Equipment

Wireless microphonesqty 2
Speakersqty 2
Microphone standsqty 2
Extension cordsqty 8
Power stripsqty 6
Coolersqty 6
Portable fansqty 4
Flashlightsqty 6

Circus equipment

Juggling pinsqty 12
Juggling ballsqty 20
Circus ringsqty 12
Diabolosqty 8
Walking stiltsqty 8
Balance beamsqty 2
Circus matsqty 6
Conesqty 20
Hula hoopsqty 15

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Ice packsqty 30
Bottle openersqty 4

Cleaning

Bucketsqty 6
Mopsqty 6
Broom setsqty 4
Dustpan and brushqty 4
Cleaning glovesqty 12

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Non-slip matsqty 8
Warning tapeqty 4
Pouches for wristbandsqty 300

Catering

Groceries

Tips

Confirm the circus performers and equipment before sending invitations. Your programme, registration details and space requirements depend on the acts you can actually book.
Check permits, insurance and the venue’s power supply several weeks before the event. A circus tent, lighting, speakers and fans may need more capacity and clearance than a normal family gathering.
Set a registration deadline at least 7 days before the event, then use the final numbers to order catering and collect dietary requirements. Keep a contact list with volunteer roles, performer contacts and emergency details.
Plan the site in zones before setup: entrance and queue, tent, seating, food and drinks, and a cordoned-off equipment area. Add wayfinding signs so families do not have to ask where to register or sit.
Check the weather forecast 48 hours before opening and again on the morning itself. Chill drinks, prepare snacks and materials, and keep flashlights, extension cords and portable fans ready for changing conditions.

Frequently asked questions

How early should I start planning a family circus?: Start at least 8 to 12 weeks before the event. That gives you time to confirm performers, check permits and insurance, reserve circus equipment, send invitations and organise volunteers.
When should I send family circus invitations?: Send invitations about 4 to 6 weeks in advance and set a registration deadline 7 days before the event. Use the final registrations to confirm catering, dietary requirements, seating and parking information.
How many volunteers do I need for a family circus?: Plan on at least 1 volunteer for every 15 to 20 guests, plus separate people for registration, food, performer support and safety. Create the contact list and assign roles no later than 2 weeks before the event.
When should I set up the circus tent and equipment?: Set up the tent, circus floor, power, lighting, seating and barriers on the day before whenever the venue allows. Complete a safety and equipment check at least 2 hours before guests arrive.

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.