Family Day checklist: what to arrange and when

A Family Day runs more smoothly when registrations, food, games and the venue are handled in a clear order. Start by fixing the date and location, then track replies and dietary requirements before you buy supplies. In the final week, confirm the guest count, check deliveries and prepare the activity materials. On the day itself, allow time to inspect the grounds, toilets and first-aid kit before guests arrive. This checklist keeps the less visible jobs from being left until the last hour.

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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

Confirm date and location
2 people
Draft invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Update participant list
Compile the game schedule
3 people
Confirm venue booking
Check the weather forecast
Determine the final number of guests
2 people
Check deliveries
2 people
Check the shopping list
2 people
Do the shopping
3 people
Store groceries refrigerated
2 people
Collect game materials
2 people
Create a music playlist
Write name tags
2 people
Set out prizes for games
2 people
Sort decorations
2 people
Check first aid kit
Prepare phone numbers
Prepare team clothing
Open venue
2 people
Inspect the grounds
3 people
Check toilets
2 people
Build party tents
4 people
Set up tables
3 people
Set up chairs
3 people
Set up buffet tables
2 people
Set up game stations
4 people
Mark off the sports field
2 people
Hang decorations
3 people
Set up the sound system
2 people
Test the music
2 people
Hang lighting
2 people
Chill drinks
3 people
Set up coffee station
2 people
Prepare snacks
4 people
Prepare salads
3 people
Prepare barbecue
3 people
Set out tableware
2 people
Set out name badges
2 people
Set up the reception table
2 people
Place waste stations
2 people

Event

Start opening music
Welcome guests
3 people
Register attendance
2 people
Hand out name badges
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Explain the rules
2 people
Supervise children's games
4 people
Guide traditional games
4 people
Guide sports activities
4 people
Refill drinks
2 people
Collect used dishes
2 people
Wipe down tables between uses
2 people
Restock break snacks
2 people
Record scores
2 people
Announce the winners
2 people
Present prizes
2 people
Light the barbecue
2 people
Prepare barbecue dishes
4 people
Set up buffet
3 people
Serve barbecue
4 people
Refill salads
2 people
Serve diet meals
2 people
Serve dessert
3 people
Restock coffee and tea
2 people
Coordinate music and dancing
2 people
Check evening lighting
Serve the last round
2 people
See off guests
3 people

Aftercare

Turn off the music
Pack leftover food
3 people
Collect waste
4 people
Wash dishes
4 people
Clean the kitchen
3 people
Safely extinguish barbecue
2 people
Clear tables and chairs
4 people
Collect game materials
3 people
Remove decorations
3 people
Take down party tents
4 people
Sweep and mop the venue
3 people
Leave the site clean
3 people
Check materials
2 people
Return borrowed items
2 people
Store leftover stock
2 people
Keep lost and found items
Handle the deposit and keys

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Buffet tablesqty 3
Folding chairsqty 70
High tablesqty 4
Tableclothsqty 10
Clothes racks

Tableware

Reusable platesqty 75
Dessert platesqty 75
Soup bowlsqty 30
Drinking glassesqty 90
Wine glassesqty 50
Coffee cupsqty 50
Knivesqty 80
Forksqty 80
Spoonsqty 80
Coffee spoonsqty 50
Serving spoonsqty 12
Serving plattersqty 8
Serving plattersqty 8
Coffee potsqty 3
Thermos flasksqty 4
Water jugsqty 6

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 5
Measuring cupsqty 2
Serving tongsqty 6
Aluminum foilqty 2
Cling filmqty 2
Coolersqty 5
Ice packsqty 20
Barbecue cutting boardsqty 3

Equipment

Barbecuesqty 2
Barbecue gratesqty 4
Roasting pansqty 2
Coffee machinesqty 2
Kettlesqty 2
Refrigerators
Portable speaker
Microphone
Power stripsqty 4
Extension cordsqty 6
Rechargeable batteriesqty 12

Decorations

Balloonsqty 100
Balloon ribbonqty 2
Buntingqty 10
Table décorqty 10
Name badgesqty 75
Markersqty 12
Tapeqty 6
Ropeqty 2

Lighting

String lightsqty 6
LED lampsqty 8
Battery lanternsqty 4

Sports equipment

Footballsqty 3
Volleyballqty 2
Frisbeesqty 6
Skipping ropesqty 8
Hoopsqty 8
Conesqty 20
Vestsqty 20
Cornhole set
Water balloonsqty 100
Pull cord
Trash bagsqty 12
Sidewalk chalkqty 12
Bubble solutionqty 6
Blindfoldsqty 8
Prize trophiesqty 6

Cleaning

Waste binsqty 6
Broomqty 2
Floor squeegee
Mopsqty 2
Bucketsqty 3
Spongesqty 6
Dish brushesqty 3
Hand broomsqty 2
Microfiber clothsqty 12
Rubber glovesqty 6
Toilet brushesqty 2

Catering

Groceries

Tips

Set the final guest count several days before Family Day, so you can adjust food, seating, name tags and tableware together instead of making separate last-minute estimates.
Check dietary requirements as registrations come in, then label or separate suitable food before storing groceries in the refrigerator. This prevents one unanswered response from becoming a serving problem.
Build the games programme before collecting materials. Prepare prizes, team clothing and name tags at the same time, and keep everything for each activity together in one clearly marked box.
Confirm the venue reservation and deliveries at least 48 hours before opening. On arrival, check the grounds, toilets, tables, chairs, tents and buffet area before unpacking food.
Prepare the playlist, emergency phone numbers and first-aid kit before guests arrive. Keep serving platters, tongs, water jugs and coffee equipment together so the buffet can be replenished without searching.

Frequently asked questions

How far in advance should I send Family Day invitations?: Send invitations about 4 to 6 weeks before Family Day. Set an RSVP deadline roughly 10 to 14 days before the event, leaving time to confirm numbers, dietary requirements and seating.
When should I finalise the Family Day guest count?: Finalise the guest count 5 to 7 days beforehand. Use that number to check shopping quantities, chairs, glasses, plates, name tags and game teams.
How much food and tableware do I need for Family Day?: Plan one plate, one dessert plate, one bowl and one complete set of cutlery per guest, plus about 10% spare. For drinks, provide at least two glasses per person and keep extra cups available for coffee and refills.
What should I check at the Family Day venue on the morning?: Allow 60 to 90 minutes for the opening check. Inspect the grounds, toilets, access routes, tables, chairs, tents, buffet setup and first-aid kit before food and activities are put in place.

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