Family Day planning checklist

A Family Day runs more smoothly when registrations, activities, food and site logistics are handled in the right order. Start by confirming the date and location, then work toward a final guest count before ordering catering or arranging furniture. Leave time for dietary requirements, weather decisions and deliveries. On the day, clear signs, name badges, a staffed registration desk and tested sound equipment prevent small delays from becoming queues.

Organize this event for free with Lizzt

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
Send invitations
Process registrations
Collect dietary requirements
Determine the final number of guests
2 people
Create activity schedule
2 people
Assign game hosts
2 people
Calculate catering quantities
2 people
Reserve tables and chairs
Reserve party tents
Check the weather forecast
Determine bad-weather scenario
2 people
Confirm deliveries
Check the shopping list
2 people
Do the shopping
2 people
Check stock of non-perishable products
Purchase refrigerated products
2 people
Collect game materials
2 people
Set out prizes for games
Sort decorations
Prepare name badges
Print program and route maps
Compile the music playlist
Check first aid kit
Share volunteer contact list
Open venue
2 people
Inspect the grounds
2 people
Build party tents
4 people
Set up tables
3 people
Set up chairs
3 people
Set up the buffet
3 people
Chill drinks
2 people
Set out tableware and cutlery
2 people
Prepare snacks
4 people
Prepare salads and bread
3 people
Prepare barbecue
2 people
Set up the coffee and tea station
2 people
Hang decorations
3 people
Mark activity stations
2 people
Set out game materials
3 people
Test music and microphone
2 people
Place waste stations
2 people
Restock toilets
Set up the registration table
2 people
Brief volunteers
3 people

Event

Welcome guests
3 people
Hand out name badges
2 people
Explain the program
Supervise children's games
6 people
Guide traditional games
3 people
Lead the creative activity
3 people
Refill drinks
2 people
Serve snacks
3 people
Light the barbecue
2 people
Serve barbecue dishes
5 people
Restock the buffet
3 people
Run the kids’ disco
2 people
Handle prize ceremony
2 people
Serve coffee and tea
2 people
See guests off
2 people

Aftercare

Collect waste
4 people
Wash dishes
3 people
Clean the buffet and bar
3 people
Clean up game materials
3 people
Remove decorations
2 people
Take down tables and chairs
4 people
Take down party tents
4 people
Leave the site clean
4 people
Return materials
2 people
Store leftover stock
2 people
Collect lost and found items

What to bring

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

Furniture

Party tentqty 2
Foldable tablesqty 8
Folding chairsqty 80
Buffet tablesqty 3
Bar stoolsqty 6
Registration desk
Picnic blanketqty 8
Cool boxqty 4
Waste binqty 6
Coat rackqty 2

Tableware

Platesqty 100
Bowlsqty 80
Drinking glassesqty 120
Coffee cupsqty 50
Knivesqty 100
Forksqty 100
Spoonsqty 100

Decorations

Buntingqty 8
Balloonsqty 150
Tableclothsqty 10
Name badgesqty 100
Wayfinding signsqty 8
Tapeqty 6
Ropeqty 2

Equipment

Bluetooth speakerqty 2
Wireless microphone
Extension cordqty 4
Power stripqty 4
Battery chargerqty 2
Thermosqty 6
Kettleqty 2
Coffee makerqty 2
Barbecueqty 2
Fire pit

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Serving tongsqty 8
Serving plattersqty 12

Sports equipment

Footballsqty 4
Korfbalqty 2
Frisbeesqty 6
Skipping ropesqty 8
Hoopsqty 10
Conesqty 20
Relay batonsqty 8
Water balloonsqty 200
Tug of war rope
Ring toss setqty 2
Cornhole setqty 2
Sidewalk chalkqty 12

Cleaning

Hand soapqty 6
Dish soapqty 3
Cleaning spongesqty 12

Lighting

String lightsqty 6
LED lampqty 8

Safety

First aid kitqty 2
Fire blanketqty 2
Non-slip matqty 6

Catering

Groceries

Tips

Set a registration deadline at least 7 days before Family Day. Use the final guest count to calculate catering, seating, name badges and activity capacity rather than relying on invitation estimates.
Build the activity schedule around setup and changeover time. Assign a host to each game and prepare prizes and materials before guests arrive, so activities do not depend on one person searching for supplies.
Make the weather decision no later than the day before. If outdoor activities rely on party tents, picnic blankets or open space, confirm the bad-weather scenario and tell activity hosts what changes.
Check deliveries and refrigerated products on the day they arrive. Keep chilled food in cool boxes or refrigeration until needed, and keep non-perishable stock separate so missing items are easy to spot.
Test the Bluetooth speaker, wireless microphone, extension cord and power strip before setup is complete. Print the programme and route maps, and place wayfinding signs where guests make their first and second turns.

Frequently asked questions

How far in advance should I send Family Day invitations?: Send invitations around 4 to 6 weeks before the event, with a registration deadline at least 7 days before Family Day. That leaves time to collect dietary requirements and confirm the final guest number.
How do I calculate catering for a Family Day?: Base quantities on the final guest count, then separate adults, children and the length of the programme. Confirm the count 5 to 7 days beforehand and add a small buffer for unexpected guests rather than ordering from the original invitation total.
When should I make a bad-weather plan for Family Day?: Draft the backup plan when you confirm the location, then make the final weather decision 24 hours before the event. Check whether the party tents cover the planned activities and whether tables, chairs and signs can be moved safely.
What should I prepare on the morning of Family Day?: Allow at least 2 hours for furniture, registration, signs, decorations, catering and equipment setup. Test the microphone and speaker, check the first aid kit, place name badges at registration and keep the printed programme available for hosts.

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.