Family Day planning checklist

A Family Day runs more smoothly when the practical details are settled before guests arrive. Start with the date, venue and programme, then manage sign-ups, dietary requirements, children’s activities and transport. In the final week, confirm deliveries, check the weather and prepare the guest information. On the day itself, allow time for tents, tables, buffet service, drinks and activity areas before the first families 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

Confirm date and location
2 people
Prepare the program and schedule
2 people
Draft invitations
2 people
Send invitations
2 people
Register sign-ups
Collect dietary requirements
Inventory transport needs
Plan children's activities
2 people
Determine sports activities
2 people
Prepare quiz and games
2 people
Assemble the music playlist
Set the catering menu
2 people
Confirm deliveries and reservations
Check the weather forecast
Create final guest list
Prepare name badges
2 people
Print the run sheet and contact list
Check the shopping list
2 people
Do the shopping
3 people
Store drinks refrigerated
2 people
Setting up shelf-stable catering
2 people
Clean the venue
3 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up buffet tables
3 people
Set out tableware and cutlery
2 people
Hang decorations
3 people
Set up welcome desk
2 people
Set up activity fields
3 people
Prepare game materials
2 people
Connect the sound system
2 people
Hang lighting
3 people
Prepare snacks
4 people
Prepare salads and bread
3 people
Set up the bar and coffee station
2 people
Prepare allergen information
Brief volunteers
3 people

Event

Staff the reception desk
2 people
Welcome guests
3 people
Hand out name badges
2 people
Serve welcome drinks
3 people
Supervise children's activities
4 people
Guide sports activities
4 people
Guide the game round
3 people
Organize the photo moment
2 people
Serve snacks
3 people
Refill drinks
2 people
Provide coffee and tea
2 people
Open the buffet
2 people
Restock buffet dishes
3 people
Serve diet meals
2 people
Take tableware to the dishwashing station
2 people
Provide music
Support the dance floor
Turn on lighting
Announce the final round
See off guests
3 people

Aftercare

Collect waste
4 people
Wash dishes
3 people
Store leftovers safely
2 people
Clean the buffet and bar
3 people
Sweep and mop the venue
3 people
Remove decorations
3 people
Take down tables and chairs
4 people
Take down party tents
4 people
Sort game equipment
2 people
Disconnect the sound system
2 people
Collect lighting
2 people
Pack up leftover items
3 people
Return supplies
2 people
Return borrowed materials
2 people
Take waste to the collection point
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 10
Chairsqty 80
Buffet tablesqty 3
Bar stoolsqty 6
Waste binsqty 6

Tableware

Platesqty 90
Dessert platesqty 90
Glassesqty 100
Coffee cupsqty 60
Knivesqty 90
Forksqty 90
Spoonsqty 90
Serving spoonsqty 12
Small bowlsqty 20
Serving traysqty 8
Coffee potsqty 3
Thermos flasksqty 4

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Mixing bowlsqty 6
Measuring cupsqty 3
Pliersqty 8
Coolersqty 5
Coolersqty 3

Equipment

Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 6
Induction hobsqty 2
Extension cordsqty 6
Power stripsqty 6
Speakersqty 2
Microphone
Music player
Extension cordsqty 3

Decorations

Balloonsqty 150
Buntingqty 12
Tableclothsqty 10
Name badgesqty 80
Balloon pumpqty 2
Tapeqty 6
Ropeqty 2

Lighting

String lightsqty 6
LED lampsqty 10
Lanternsqty 8

Sports equipment

Footballsqty 4
Volleyballqty 2
Badminton setsqty 4
Conesqty 20
Skipping ropesqty 8
Frisbeesqty 6
Water balloonsqty 200
Game matsqty 6
Board gamesqty 8
Quiz boardsqty 10
Pensqty 30
Prizesqty 15

Cleaning

Bucketsqty 3
Mopsqty 3
Broomsqty 3
Dustpan and brushqty 3
Dish brushesqty 4
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the date, location and programme before sending invitations. Include arrival and finish times, activity times and any transport information so families can plan around the full day.
Close registrations with enough time to finalise catering. Use the final guest list to check dietary requirements, prepare name badges and estimate seating, plates, glasses and cutlery.
Plan children’s activities alongside sports, quizzes and games rather than leaving them as backup options. Give each activity a start time, an assigned person and a weather alternative.
Confirm catering deliveries and reservations several days before Family Day, then check the shopping list and buy non-perishable supplies before the final day. Refrigerate drinks as soon as they arrive.
Print the run sheet and contact list before setup starts. Allow a dedicated setup block for party tents, tables, chairs, buffet tables, food warmers, coffee equipment, coolers and extension cords.

Frequently asked questions

How far in advance should I organise a Family Day?: Set the date and venue at least 6–8 weeks ahead, especially if you need catering, tents or equipment. Send invitations once the programme and location are confirmed, then close sign-ups about 10–14 days before the event.
When should I collect dietary requirements for Family Day?: Ask for dietary requirements with the invitation and review them when registrations close. Give the caterer the final list at least 7 days before Family Day, then check the labelled food and serving setup during preparation.
How much time do I need to set up a Family Day?: Allow at least 3 hours for a setup that includes party tents, tables, chairs, buffet tables, drinks and activity areas. Add more time if deliveries arrive separately or the venue needs cleaning first.
What should I do the day before Family Day?: Complete shopping, refrigerate drinks, prepare shelf-stable catering and print the run sheet and contact list the day before. Also check the forecast and confirm deliveries, reservations and any transport arrangements.

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.