A practical Family Day checklist

A Family Day needs more than food and a few games. You need a clear guest count, dietary information, an activity plan, enough seating and a layout that works for children and adults. Start with the date and location, then work towards invitations, registrations and reservations before buying supplies. In the final week, confirm deliveries, check what you already have and prepare labels, signs, snacks and desserts. Use this checklist to keep the work in the right order.

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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
Register sign-ups
Collect dietary requirements
Inventory children's activities
2 people
Compile the game schedule
2 people
Make reservations
Create final guest list
Work out site layout
2 people
Confirm deliveries
Check stock at home
2 people
Check the shopping list
2 people
Do the shopping
3 people
Check drinks and refrigeration
2 people
Collect game materials
2 people
Sort decorations
2 people
Make name badges
2 people
Make activity signs
2 people
Prepare snacks
4 people
Prepare desserts
2 people
Sort table settings
2 people
Check the weather forecast
Hand out the contact list
Inspect the grounds
3 people
Build party tents
4 people
Set up tables
4 people
Set up chairs
4 people
Set up buffet
3 people
Chill drinks
2 people
Set out tableware
3 people
Hang decorations
3 people
Set up game stations
4 people
Test sound equipment
2 people
Prepare coffee and tea
2 people
Set out salads and bread
3 people
Mark allergens
Set up the reception table
2 people
Give volunteer briefing
3 people

Event

Welcome guests
4 people
Check attendance
2 people
Hand out name badges
2 people
Serve coffee and tea
3 people
Deliver the welcome speech
Take a family photo
2 people
Guide the game round
6 people
Supervise children's activities
4 people
Serve snacks
3 people
Refill drinks
2 people
Open the buffet
2 people
Refill buffet
4 people
Serve diet meals
2 people
Collect tableware
3 people
Serve dessert
3 people
Provide music
Supervise the evening game
4 people
Refill coffee and tea
2 people
Farewell and thank-you speech
See off guests
3 people

Aftercare

Collect waste
4 people
Store food safely
3 people
Wash dishes
4 people
Clear tables and chairs
5 people
Take down party tents
4 people
Clean up game materials
3 people
Clean the venue
4 people
Remove decorations
3 people
Inventory materials
2 people
Return borrowed items
2 people
Clean coolers
2 people
Distribute leftovers
2 people
Empty waste containers
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Buffet tablesqty 3
Folding chairsqty 80
Beer tablesqty 4
Patio chairsqty 12
High tablesqty 4
Tablecloth clipsqty 20

Tableware

Reusable platesqty 90
Dessert platesqty 90
Soup bowlsqty 80
Drinking glassesqty 100
Coffee cupsqty 70
Coffee spoonsqty 70
Forksqty 90
Knivesqty 90
Spoonsqty 90
Serving tongsqty 8
Serving spoonsqty 8

Kitchen

Thermos flasksqty 6
Kettlesqty 2
Coffee machinesqty 2
Food warmersqty 6
Cutting boardsqty 6
Chef's knifeqty 4
Mixing bowlsqty 8
Serving plattersqty 12
Serving traysqty 6
Measuring cupsqty 3
Kitchen tongsqty 4

Equipment

Coolersqty 6
Extension cordsqty 6
Power stripsqty 6
Bluetooth speakersqty 2
Microphone
Power banksqty 4

Decorations

Balloonsqty 150
Buntingqty 12
Tableclothsqty 14
Name badgesqty 80
Balloon weightsqty 12
Chalkboardsqty 6
Tapeqty 8
Ropeqty 4

Lighting

String lightsqty 6
LED lampsqty 12
Lanternsqty 8

Sports equipment

Footballsqty 4
Korfball hoopsqty 2
Tug of war rope
Hoopsqty 10
Conesqty 30
Skipping ropesqty 8
Water balloonsqty 200
Ring toss setsqty 2
Board gamesqty 8
Coloring pagesqty 80
Colored pencilsqty 12
Sidewalk chalkqty 6

Cleaning

Waste binsqty 8
Trash bag holdersqty 8
Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8
Hand soap dispensersqty 4
Towel rollsqty 6
Toilet paper rollsqty 24
Paper napkinsqty 200
Paper towel rollsqty 8
Dish brushesqty 4

Catering

Groceries

Tips

Set the date, location and basic format before sending invitations. Keep registration open long enough to collect a reliable headcount and dietary requirements, then create the final guest list at least 7 days before Family Day.
Plan activities in time blocks rather than leaving games unstructured. Allow 20–30 minutes per activity and keep one short backup game ready in case weather or equipment changes your plan.
Inspect the grounds and draw the site layout before furniture arrives. Leave clear routes between party tents, tables and activity areas, and avoid placing food or hot equipment where children will be running.
Check seating and serving equipment against the final guest count, not an early estimate. Count chairs, tables, plates, glasses, cutlery and serving utensils, then add a small spare margin so one missing item does not disrupt service.
Do the final weather, stock and delivery checks 24–48 hours before the event. Move refrigeration and drinks planning into the same check, and finish name badges, activity signs, decorations, snacks and desserts before guests arrive.

Frequently asked questions

How far in advance should I plan a Family Day?: Set the date and location at least 4–6 weeks ahead, especially if you need reservations or deliveries. Send invitations once the basic arrangements are confirmed, then close registrations about 7 days before the event.
How many activities should I plan for a Family Day?: Plan one organised activity for every 20–30 minutes of the main programme, plus one backup option. For a three-hour event, that usually means 5–7 planned activity blocks, with time left for food and informal play.
When should I buy food and drinks for Family Day?: Check your home stock and shopping list 3–5 days before the event, then do the main shopping 1–2 days ahead. Prepare snacks and desserts as early as their storage allows, and check drinks and refrigeration again on the day before.
How do I organise seating for a Family Day?: Create the site layout before setting up and allow at least one clear route between seating, food and activity areas. Check the final guest list 7 days before the event, then place tables and chairs according to the confirmed number rather than your original estimate.

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.