Family Day planning checklist
A Family Day runs more smoothly when you settle the practical details before people arrive. Start with the date, venue and invitations, then use registrations to plan dietary needs, food, activities and seating. In the final week, check the weather, confirm the participant list and prepare the materials. On the day itself, allow time to inspect the venue, clear walkways, set up tables and build party tents before guests arrive.
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
Register sign-ups
Collect dietary requirements
Confirm registrations
Finalize the program
2 people
Choose game activities
2 people
Make reservations
Check the weather forecast
Create final participant list
Print the diet list
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Check game materials
2 people
Create a music playlist
Write name tags
2 people
Print the run sheet
Bring materials to the venue
3 people
Inspect venue
2 people
Clear the walkways
2 people
Build party tents
4 people
Set up tables
3 people
Set up chairs
3 people
Set up buffet tables
2 people
Set up coffee station
2 people
Set up drink station
2 people
Fill coolers
2 people
Lay out crockery and cutlery
2 people
Arrange snacks on platters
3 people
Hang decorations
3 people
Put up the welcome sign
Set up game stations
3 people
Set up the prize table
2 people
Connect the sound system
2 people
Test the lighting
2 people
Check toilets
2 people
Place waste stations
2 people
Brief volunteers
2 people
Event
Staff the reception desk
2 people
Welcome guests
3 people
Hand out name badges
2 people
Serve coffee and tea
2 people
Serve welcome snacks
2 people
Supervise children's games
4 people
Supervise adult games
3 people
Guide the scavenger hunt
3 people
Refill drinks
2 people
Collect waste
2 people
Set up the buffet
3 people
Serve hot food
4 people
Serve diet meals
2 people
Serve dessert
2 people
Provide music
Keep the dance floor clear
Present prizes
2 people
Announce the final round
See off guests
3 people
Aftercare
Clear away food and drinks
3 people
Collect tableware
3 people
Sort waste
3 people
Wipe down tables and chairs
3 people
Clean the venue
4 people
Take down party tents
4 people
Return materials
3 people
Return borrowed items
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentqty 2
- Folding tableqty 8
- Folding chairqty 60
- Buffet tableqty 3
- Bar stoolqty 6
- Picnic blanketqty 8
- Tableclothqty 8
- Table runnerqty 6
Tableware
- Reusable plateqty 70
- Reusable bowlqty 60
- Reusable glassqty 100
- Coffee cupqty 50
- Tea glassqty 30
- Cutlery setqty 70
- Serving spoonqty 8
- Serving platterqty 12
- Serving tongsqty 6
Kitchen
- Coffee makerqty 2
- Kettleqty 2
- Thermosqty 4
- Cutting boardqty 4
- Chef's knifeqty 4
- Cool boxqty 4
- Ice cube trayqty 4
- Aluminum foilqty 3
- Food storage containerqty 12
Equipment
- Bluetooth speakerqty 2
- Extension cordqty 4
- Power stripqty 3
- Power bankqty 2
Lighting
- String lightsqty 6
- LED lampqty 8
- Flashlightqty 4
Decorations
- Balloonsqty 100
- Balloon pumpqty 2
- Garlandqty 8
- Buntingqty 4
- Flower arrangementqty 6
- Name badgeqty 60
- Welcome sign
- Sidewalk chalkqty 12
Sports equipment
- Soccerqty 3
- Basketballqty 2
- Volleyballqty 2
- Frisbeeqty 4
- Tug of war rope
- Jump ropeqty 8
- Marker coneqty 20
- Hoopqty 10
- Water balloonqty 100
- Sack race bagqty 8
- Boccia setqty 2
- Tennis ballqty 20
- Sports whistleqty 3
- Scavenger hunt mapqty 30
- Prize cupqty 12
Cleaning
- Waste binqty 6
- Broomqty 3
- Dustpan and brushqty 3
- Mopqty 3
- Bucketqty 3
- Dishwashing tubqty 3
- Microfiber clothqty 20
- Toilet brushqty 2
- Gloveqty 12
Catering
- Groceries
Tips
- Send invitations early enough to collect registrations and dietary requirements before you buy food. Confirm the final participant list several days before Family Day, then print the diet list for the people preparing and serving food.
- Finish the programme and choose the games before the final week. Check every game material against the activities, and keep the run sheet printed so the day does not depend on one person’s phone.
- Plan cold drinks and food storage before shopping. Chill drinks in advance, prepare snacks close to serving time, and use cool boxes, ice and food containers if the venue has limited refrigeration.
- Check the weather forecast twice: once during the final week and again on the day before. If outdoor areas are planned, confirm the party tents, tables, chairs, picnic blankets and extension cords before transporting them.
- Set up in a practical order: inspect the venue, clear walkways, build the party tents, then place tables and serving areas. Keep the coffee maker, kettle, thermos, reusable tableware and serving utensils together so refreshments can be served without searching.
Frequently asked questions
- How far in advance should I send Family Day invitations?
- Send them about 3 to 4 weeks before the event. Set the RSVP deadline at least 7 days before Family Day so you have time to confirm registrations, collect dietary requirements and finalise food quantities.
- When should I confirm the final Family Day guest list?
- Confirm it 3 to 5 days before the event. Use that list to print dietary information, check seating and review the shopping list before buying food and drinks.
- How early should I set up for Family Day?
- Allow at least 2 hours for venue setup, and 3 hours if you need to build party tents or arrange several activity areas. Finish walkways, tables, refreshments and game materials before the first guests arrive.
- How much food and drink should I prepare for Family Day?
- Use the confirmed participant list rather than an estimate, and prepare roughly 2 to 3 drinks per person for the first hour, plus additional drinks for the rest of the programme. Buy food only after checking dietary requirements and the final menu.
Start this plan in Lizzt
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