Family Day checklist: what to arrange and when

A Family Day works best when the practical details are settled before the fun begins. Confirm the date and venue first, then collect guest numbers, dietary requirements and activity choices before booking anything. In the final week, turn those details into a timed programme, shopping list and setup plan. This checklist also covers the jobs that are easy to leave too late, such as chilling drinks, checking equipment and preparing the venue.

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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
Send invitations
2 people
Register sign-ups
Collect dietary requirements
Compile program
2 people
Select games
2 people
Reserve activities
Confirm suppliers
Check the weather forecast
Create final guest list
Create activity schedule
2 people
Check the shopping list
2 people
Do the shopping
3 people
Store non-perishable groceries
2 people
Collect fresh produce
2 people
Chill drinks
2 people
Prepare snacks
3 people
Prepare desserts
2 people
Check game materials
2 people
Create a music playlist
Print the run sheet
Print 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 buffet tables
3 people
Set out tableware
2 people
Set out cutlery
2 people
Set out drinks
2 people
Set up coffee station
2 people
Display snacks
2 people
Set up game stations
4 people
Hang up decorations
3 people
Connect the music
2 people
Set up signage
2 people
Check toilets
2 people
Place waste stations
2 people
Brief volunteers
2 people

Event

Staff the reception desk
2 people
Welcome guests
2 people
Explain the program
Serve coffee and tea
3 people
Serve snacks
3 people
Supervise children's activities
4 people
Supervise adult games
3 people
Guide the photo moment
Refill drinks
2 people
Set up the buffet
4 people
Serve hot food
4 people
Serve diet meals
2 people
Clear away dishes
3 people
Serve dessert
3 people
Provide music
Announce the final round
See off guests
2 people

Aftercare

Collect waste
4 people
Wash dishes
3 people
Store food safely
2 people
Clear tables and chairs
4 people
Take down party tents
4 people
Collect game materials
3 people
Remove decorations
2 people
Clean the venue
4 people
Clean the restrooms
2 people
Switch off equipment
2 people
Return borrowed items
2 people
Return rental items
2 people
Distribute leftover food
2 people
Collect lost property
Lock up the venue
2 people
Send thank-you message

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 70
Buffet tablesqty 3
High tablesqty 4
Coat racksqty 2

Tableware

Coffee cupsqty 70
Glassesqty 100
Platesqty 100
Soup bowlsqty 70
Knivesqty 80
Forksqty 80
Spoonsqty 80
Serving spoonsqty 12
Serving traysqty 8
Small bowlsqty 16

Kitchen

Cutting boardsqty 4
Paring knivesqty 4
Mixing bowlsqty 6
Storage binsqty 10
Thermos flasksqty 4
Water jugsqty 6

Equipment

Coolersqty 4
Refrigeratorsqty 2
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Extension cordsqty 4
Power stripsqty 4
Bluetooth speakersqty 2
Microphone
Power banksqty 3

Decorations

Tableclothsqty 8
Buntingqty 6
Balloonsqty 100
Balloon pumpqty 2
Welcome sign
Name badgesqty 75
Table numbersqty 8
Chalkboardsqty 4

Lighting

String lightsqty 4
LED lampsqty 8
Flashlightsqty 4

Sports equipment

Footballsqty 3
Volleyballqty 2
Badminton setsqty 3
Frisbeesqty 4
Skipping ropesqty 6
Conesqty 20
Ball pit ballsqty 100
Board gamesqty 8
Prize ribbonsqty 20

Cleaning

Waste binsqty 6
Hand broomsqty 3
Litter pickersqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Set a firm RSVP deadline at least 10 days before Family Day. Use the final guest list to estimate seating, food portions, tableware and activity capacity rather than relying on early invitation numbers.
Finish the programme and activity schedule at least 5 days in advance. Book popular activities before sending the final schedule, and keep one indoor or weather-proof option ready if the forecast changes.
Do the main shopping 2 to 3 days before the event, then collect fresh produce on the day before. Chill drinks for at least 6 hours and keep non-perishable groceries in labelled storage bins so setup is faster.
Check every game, serving item and power requirement the day before. Test coffee machines, kettles, speakers and food warmers, and match extension cords and power strips to the venue layout.
Print the run sheet and contact list before leaving home on the event day. Allow at least 90 minutes to open the venue, inspect the grounds, position tables and chairs, and build party tents before guests arrive.

Frequently asked questions

How far in advance should I plan a Family Day?: Confirm the date and location 6 to 8 weeks ahead, especially if activities or suppliers are involved. Send invitations soon after and set the RSVP deadline for about 10 days before the event.
When should I finalise the Family Day guest list?: Close registrations 10 days before Family Day and create the final guest list within the next 1 to 2 days. This gives you time to confirm dietary requirements, portions, seating and activity numbers.
How much food and drink should I prepare for Family Day?: Use the confirmed guest count rather than the invitation total. Plan roughly 2 to 3 drinks per person for the first hour, then 1 drink per person for each additional hour, and add extra servings for children and anyone staying through the full programme.
When should I set up for Family Day?: Start venue setup at least 90 minutes before guests arrive. Use that time to inspect the grounds, put up party tents, arrange tables and seating, check equipment, chill remaining drinks and place the printed run sheet where organisers can see it.

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