Family Day planning checklist

A Family Day needs more than invitations and a few games. You need to confirm the venue, track registrations and dietary requirements, plan teams and activities, and coordinate food, drinks, sound and weather cover. Start with the date and location, then work towards the barbecue and activity schedule. This checklist also covers the details that are often left too late, such as name badges, chilled food, tested equipment and a ready first aid kit.

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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
Draft invitations
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Create the program
2 people
Choose game activities
3 people
Assign teams for games
2 people
Compile music list
Check the weather forecast
Confirm venue booking
Confirm barbecue reservation
Check the shopping list
2 people
Do the shopping
3 people
Pick up drinks
2 people
Chill barbecue meat
2 people
Wash vegetables
2 people
Prepare marinades
2 people
Chill desserts
Make name badges
2 people
Collect game materials
2 people
Test sound equipment
2 people
Test the lighting
2 people
Check first aid kit
Check toilets
Mow the grounds
Mark route to venue
2 people
Build party tents
4 people
Set up tables
3 people
Set up chairs
3 people
Set up the buffet
3 people
Set up the barbecue
3 people
Fill coolers
2 people
Chill drinks
2 people
Set up the coffee station
2 people
Set out tableware
2 people
Prepare salads
3 people
Set out snacks
2 people
Hang decorations
3 people
Mark game zones
3 people
Set up music
2 people
Put up the information board
Set up the reception desk
2 people

Event

Welcome guests
3 people
Register attendance
2 people
Hand out name badges
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Deliver the welcome speech
Supervise children's activities
3 people
Guide traditional games
3 people
Guide the photo moment
2 people
Refill drinks
2 people
Light the barbecue
2 people
Prepare barbecue
3 people
Set salads on the buffet
2 people
Grill barbecue meat
3 people
Serve barbecue
3 people
Keep diet meals separate
2 people
Restock the buffet
2 people
Clear tables
3 people
Serve dessert
2 people
Provide music
Support the dance floor
2 people
Serve the last round
2 people
See off guests
3 people

Aftercare

Collect waste
3 people
Store food safely
2 people
Put out barbecue
2 people
Collect tableware
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Tidy away game materials
2 people
Remove decorations
2 people
Wash dishes
3 people
Empty the coolers
2 people
Clean the venue
4 people
Clean the restrooms
2 people
Dispose of waste
2 people
Check materials
2 people
Return borrowed items
2 people

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
Tableclothqty 10
Clothing rack

Tableware

Platesqty 80
Deep platesqty 30
Glassesqty 100
Coffee cupsqty 70
Mugsqty 30
Forksqty 80
Knivesqty 80
Spoonsqty 80
Serving spoonsqty 12
Serving plattersqty 12
Small bowlsqty 12
Water jugsqty 6

Equipment

Barbecueqty 2
Gas cylindersqty 2
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Bluetooth speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 3

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Mixing bowlsqty 6
Measuring cupsqty 2
Aluminum grill traysqty 12
Barbecue tongsqty 4
Barbecue brushesqty 2
Ice packsqty 12
Ice cube traysqty 4
Aluminum foilqty 2
Cling filmqty 2

Decorations

Balloonsqty 100
Buntingqty 12
Table décorqty 10
Name badgesqty 70
Markersqty 2
Tapeqty 4
Ropeqty 2

Lighting

String lightsqty 6
LED lanternsqty 6

Sports equipment

Footballsqty 3
Volleyballqty 2
Volleyball net
Frisbeesqty 5
Skipping ropesqty 6
Water balloonsqty 200
Wooden gamesqty 4
Conesqty 20
Scoreboardsqty 4

Cleaning

Waste binsqty 6
Trash bag holdersqty 6
Bucketsqty 3
Spongesqty 6
Dish brushesqty 3
Broomqty 2
Dustpan and brushqty 2
Mopsqty 3
Hand soap dispensersqty 4
Paper towel dispensersqty 4

Catering

Groceries

Tips

Confirm the date, location and venue booking before sending invitations. Once registrations open, record dietary requirements immediately so the barbecue menu and shopping list reflect the actual group.
Create the programme before assigning game teams. Allow time for arrivals, food, games and breaks, then prepare name badges and team lists early enough to avoid doing admin while guests are waiting.
Check weather cover several days ahead, not on the morning itself. Party tents, tables and chairs need a layout, and the barbecue reservation, gas cylinders and coolers should be confirmed before shopping.
Prepare food in a fixed sequence: wash vegetables, make marinades, chill barbecue meat and desserts, then collect drinks. Keep coolers available for drinks and perishable food rather than relying on one container.
Test Bluetooth speakers, lighting, extension cords and power strips before guests arrive. Check the toilets and first aid kit as part of the final walk-through, alongside plates, glasses, serving utensils and water jugs.

Frequently asked questions

How far in advance should I organise a Family Day?: Confirm the date, location and venue at least 6–8 weeks ahead. Send invitations once the main arrangements are fixed, then set a registration deadline about 2 weeks before the event so you can finalise food, teams and equipment.
When should I ask for dietary requirements for a Family Day?: Ask for dietary requirements with the invitation and review them as registrations come in. Close the list 10–14 days before the event, then use it to check the shopping list, barbecue food and desserts.
What should I prepare the day before a Family Day?: Prepare marinades, wash vegetables, make name badges, collect game materials and chill drinks, barbecue meat and desserts the day before. Also test the sound and lighting equipment so faults can be fixed before guests arrive.
How do I plan the food and drinks for a Family Day barbecue?: Base the shopping list on confirmed registrations and dietary requirements, then reserve space in coolers for perishable food and drinks. Pick up drinks and chill the barbecue meat and desserts before the event, rather than leaving all cooling until setup.

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.