Family Day planning checklist

A Family Day involves more than booking a venue and putting out food. You need a clear programme, reliable registration details, activity hosts, volunteer cover and a plan for changing weather. Food planning also includes dietary requirements, allergen cards, chilled storage and enough serving equipment for a buffet or barbecue. Use this checklist to work through the preparation in sequence, then confirm the final guest numbers before shopping and setup.

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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

Set the date and program
2 people
Reserve venue
Confirm reservation in writing
Draft invitations
2 people
Send invitations
2 people
Register sign-ups
Process registrations
Collect dietary requirements
Check contact details
Create final guest list
Pass dietary requirements to the kitchen
Prepare the game schedule
2 people
Assign game hosts
2 people
Assemble the music playlist
Create the volunteer schedule
2 people
Send parking information
Check the weather forecast
Confirm the bad weather plan
2 people
Finalize shopping list
2 people
Check stock of shelf-stable items
Do the shopping
3 people
Store drinks refrigerated
2 people
Store meat and dairy refrigerated
2 people
Create menu and allergen cards
2 people
Prepare name badges
2 people
Sort game equipment
2 people
Lay out prizes and certificates
Charge batteries
Fill coolers
2 people
Wash and cut vegetables
3 people
Prepare salads
3 people
Portion desserts
2 people
Set out sauces and toppings
2 people
Sort plates and cutlery
2 people
Set up tables
4 people
Set up chairs
4 people
Build party tents
6 people
Set up buffet tables
3 people
Set up drink points
2 people
Hang decorations
3 people
Hang string lights
3 people
Set up game stations
4 people
Set up kids' play area
2 people
Set up the grill and cooking area
3 people
Place waste stations
2 people
Check toilets
2 people
Prepare first aid supplies
Test sound system
2 people
Set up the registration table
2 people
Hold crew briefing
8 people

Event

Staff the reception desk
2 people
Register guests
2 people
Explain the program
Hand out welcome drinks
3 people
Take a family photo
2 people
Guide the game round
6 people
Guide children
4 people
Refill drinks
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Open the buffet
2 people
Prepare grilled dishes
4 people
Restock the buffet
3 people
Serve diet meals
2 people
Clear away dishes
3 people
Serve dessert
3 people
Guide the final game
4 people
Hand out prizes
2 people
Provide music
2 people
Check lighting
Guide the farewell
2 people
Store leftovers refrigerated
2 people
Collect waste along the way
2 people

Aftercare

Clear tables
4 people
Wash dishes
4 people
Clean the kitchen
3 people
Clean the grill
2 people
Dispose of waste
3 people
Remove decorations
3 people
Remove light ropes
3 people
Collect game materials
3 people
Take down party tents
6 people
Clear tables and chairs
4 people
Clean the grounds
4 people
Check stock
2 people
Store materials dry
3 people
Return borrowed items
2 people

What to bring

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

Furniture

Party tentqty 2
Foldable tablesqty 10
Buffet tablesqty 4
Folding chairsqty 90
Beer tablesqty 4
High tablesqty 4
Tableclothqty 14
Table clampsqty 28

Tableware

Reusable platesqty 100
Dessert platesqty 100
Reusable cupsqty 150
Wine glassesqty 80
Coffee cupsqty 60
Knivesqty 100
Forksqty 100
Spoonsqty 100
Serving spoonsqty 16
Serving plattersqty 16
Serving traysqty 6
Coffee potsqty 4
Thermos flasksqty 6

Catering

Water jugsqty 10
Drink dispensersqty 4
Coolersqty 6
Ice packsqty 24
Serving tongsqty 8
Bread basketsqty 6
Tiered traysqty 4
Groceries

Kitchen

Barbecueqty 2
Gas cylindersqty 2
Grill racksqty 4
Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 6
Aluminum traysqty 12
Pansqty 4
Kitchen tongsqty 6
Measuring cupsqty 3
Oven mittsqty 4
Refrigerator thermometerqty 2

Equipment

Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 6
Power stripsqty 6
Bluetooth speakersqty 2
Microphone
Power banksqty 4

Decorations

Balloonsqty 100
Balloon ribbonqty 2
Buntingqty 8
Name badgesqty 100
Menu boardsqty 4
Directional signsqty 8

Lighting

String lightsqty 6
LED lampsqty 12
Lanternsqty 8

Sports equipment

Footballsqty 4
Basketballsqty 2
Volleyballqty 2
Badminton setsqty 4
Conesqty 30
Hoopsqty 12
Skipping ropesqty 10
Water balloonsqty 200
Sidewalk chalkqty 12
Cornhole boardqty 2
Ring toss setqty 2
Tug of war rope
Bubble solutionqty 6
Picnic blanketsqty 8

Cleaning

Waste binsqty 8
Litter pickersqty 2
Washing-up tubsqty 4
Spongesqty 12
Dish brushesqty 4
Cleaning bucketsqty 4
Mopsqty 4
Broom and dustpanqty 3
Hand broomqty 2
Microfiber clothsqty 20
Toilet brushesqty 2
Hand soap dispensersqty 4

Other

First aid kit
Clipboardsqty 4
Pensqty 20
Waterproof markersqty 12
Tapeqty 4
Ropeqty 2
Scissorsqty 4
Cratesqty 12
Portable cooling matqty 2

Tips

Set the date, programme and venue before sending invitations. Confirm the booking in writing, including access times, tables, chairs, power and what happens if outdoor activities are cancelled.
Close registrations early enough to process the list and check contact details. Pass dietary requirements to the kitchen several days before Family Day, then prepare menu and allergen cards before food service.
Assign game hosts and volunteers by name rather than relying on people to step in on the day. Share the schedule, parking information and arrival instructions at least 48 hours before the event.
Check the weather forecast twice: once during the final week and again the day before. Confirm who will arrange the party tent, indoor move or other bad-weather option, and when that decision will be made.
Shop from the final guest count, not the invitation total. Check shelf-stable stock first, refrigerate drinks, meat and dairy as soon as they arrive, and test that coolers, ice packs, serving tables and gas cylinders are ready.

Frequently asked questions

How far in advance should I send Family Day invitations?: Send invitations about 4 to 6 weeks before Family Day, especially if families need to arrange transport or childcare. Set the registration deadline at least 7 days before the event so you can process replies and update the kitchen.
When should I collect dietary requirements for Family Day?: Ask for dietary requirements on the registration form and close collection 7 to 10 days before the event. Pass the final list to the kitchen several days before serving, then label dishes with clear allergen information.
How much time do I need to set up a Family Day?: Allow at least 3 hours for setup when you need a party tent, tables, chairs, buffet equipment, activity areas and name badges. Add another 30 to 60 minutes if furniture, barbecue equipment or gas cylinders need to be collected on the day.
When should I make the bad-weather decision for Family Day?: Choose a decision time at least 24 hours before the event and communicate it to volunteers and guests. Check the forecast again on the morning itself, but avoid leaving the venue layout and food preparation until the last minute.

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.