Family Day planning checklist
A Family Day runs more smoothly when registration, activities, food and practical arrangements are connected from the start. Begin with the date, venue and guest information, then work towards a final headcount that includes children’s ages and dietary requirements. The last week is for confirming facilities, printing information and buying fresh food. On the day itself, set up clear activity areas, chill drinks early and keep the programme visible for families and helpers.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Record date and time
Compile guest list
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Register children and ages
Create final guest list
Check the weather forecast
Confirm venue booking
Check power supply
Check restroom facilities
Compile the game schedule
2 people
Check game materials
2 people
Assemble the music playlist
Send directions
Send parking information
Make name badges
2 people
Print the program
Print the allergen list
Check the shopping list
2 people
Do non-perishable shopping
2 people
Buy fresh groceries
2 people
Check groceries
2 people
Chill drinks
2 people
Prepare salads
3 people
Portion desserts
2 people
Cut vegetables
2 people
Set out bread and toppings
2 people
Prepare snacks
3 people
Prepare hot dishes
3 people
Set aside vegetarian dishes
Label allergens separately
Build party tents
4 people
Set up tables
4 people
Set out chairs
3 people
Set up buffet tables
3 people
Set up coffee station
2 people
Set up the drinks station
2 people
Set out tableware
2 people
Set out name badges
Hang decorations
3 people
Set up game stations
4 people
Connect music equipment
2 people
Test the lighting
2 people
Place waste stations
2 people
Set up the welcome table
2 people
Carry out the final site check
2 people
Event
Welcome guests
3 people
Hand out name badges
2 people
Serve welcome drinks
3 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Explain the rules
2 people
Supervise children's games
4 people
Supervise adult games
3 people
Guide the photo moment
2 people
Open the buffet
3 people
Restock buffet dishes
3 people
Serve the buffet
4 people
Clear used dishes
3 people
Serve coffee after dinner
2 people
Serve dessert
3 people
Provide music
Turn on lighting
Serve last-round drinks
2 people
See off guests
3 people
Aftercare
Store food and drinks safely
3 people
Collect waste
3 people
Wash dishes
4 people
Clean the kitchen
3 people
Wipe down tables and chairs
3 people
Collect game materials
3 people
Remove decorations
3 people
Turn off the sound equipment
Turn off lights
Take down party tents
4 people
Put furniture back
4 people
Clean the grounds
4 people
Check borrowed items
2 people
Return borrowed items
2 people
Distribute leftover food
2 people
Collect lost property
Final handover of the venue
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 2
- Foldable tablesqty 8
- Folding chairsqty 70
- Buffet tablesqty 3
- High tablesqty 4
- Tableclothsqty 8
- Parasolsqty 3
- Picnic blanketsqty 6
Tableware
- Platesqty 80
- Deep platesqty 40
- Dessert platesqty 80
- Drinking glassesqty 100
- Wine glassesqty 50
- Coffee cupsqty 60
- Knivesqty 80
- Forksqty 80
- Spoonsqty 80
- Serving spoonsqty 12
- Serving plattersqty 10
- Serving utensilsqty 8
Decorations
- Balloonsqty 100
- Balloon pumpqty 2
- Buntingqty 8
- Table décorqty 12
- Name badgesqty 70
- Tapeqty 4
- Ropeqty 2
- Programsqty 70
Equipment
- Bluetooth speakersqty 2
- Microphone
- Extension cordsqty 4
- Power stripsqty 4
- Coolersqty 4
- Food warmersqty 4
- Coffee machinesqty 2
- Kettlesqty 2
- String lightsqty 6
- Rechargeable lampsqty 6
- Power banksqty 3
Kitchen
- Cutting boardsqty 4
- Chef's knivesqty 4
- Mixing bowlsqty 6
- Measuring cupsqty 2
- Scissorsqty 2
- Serving tongsqty 6
- Thermos flasksqty 4
Cleaning
- Waste binsqty 6
- Hand broomsqty 3
- Litter pickersqty 2
- Bucketsqty 3
- Cleaning clothsqty 12
Sports equipment
- Footballsqty 3
- Football goalsqty 2
- Volleyballqty 2
- Volleyball net
- Frisbeesqty 6
- Tug of war rope
- Hoopsqty 8
- Conesqty 20
- Water balloonsqty 100
- Game cardsqty 4
Catering
- Groceries
Tips
- Close registrations early enough to create a reliable final guest list. Record every child’s age and dietary requirement, then print an allergen list for the catering and serving area.
- Check the venue at least one week before Family Day, including power, restrooms, parking and weather cover. If the event is outdoors, confirm party tents, parasols and picnic blankets before the forecast changes.
- Build the game schedule around children’s ages rather than treating the group as one audience. Check every game material in advance and leave at least 10 minutes between activities for moving families and resetting equipment.
- Plan seating and serving space from the guest list, not from the room alone. Put buffet tables where queues will not block games, and prepare plates, cutlery, glasses and serving utensils in separate, easy-to-reach groups.
- Do non-perishable shopping first and buy fresh groceries close to the event. Chill drinks several hours before guests arrive, prepare salads as late as practical, and check the full shopping list before leaving the store.
Frequently asked questions
- How far in advance should I organise a Family Day?
- Set the date and confirm the venue at least 6–8 weeks ahead. Send invitations early enough to allow registrations, then close them about 7 days before the event so you can finish the guest list, food quantities and name badges.
- What information should I collect for a Family Day?
- Collect each guest’s name, each child’s age and all dietary requirements. Ask for registrations by a fixed deadline, then send directions and parking information around 3–5 days before Family Day.
- When should I buy food and drinks for Family Day?
- Buy non-perishable items several days ahead and fresh groceries 1–2 days before the event. Chill drinks for at least 3–4 hours before serving, and check groceries against the shopping list when they arrive.
- How do I prepare the venue for Family Day?
- Check power, restrooms, seating, weather cover and activity space at least one week in advance. On the day, aim to finish tables, decorations, sound equipment and the visible programme 60–90 minutes before guests arrive.
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