Family Day checklist: everything to arrange

A Family Day works best when the practical details are settled before guests arrive. Start by fixing the date and location, then track replies, dietary requirements, transport, activities, and reservations. In the final week, confirm the guest list, seating, weather, shopping, cooling space, and catering. This checklist also covers the details that are easy to leave too late, such as testing sound equipment, charging batteries, preparing name tags, and sorting activity packs.

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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
Send invitations
2 people
Register sign-ups
Collect dietary requirements
Inventory transport needs
Create the program
2 people
Select game activities
2 people
Make reservations
Check the weather forecast
Create final guest list
Determine table layout
2 people
Write out the game rules
Assemble the music playlist
Prepare name badges
2 people
Put together activity packs
2 people
Check the shopping list
2 people
Do the shopping
3 people
Store non-perishable groceries
2 people
Clear the cold storage area
2 people
Check coolers
2 people
Charge batteries
Test sound equipment
2 people
Set out game materials
3 people
Sort decorations
2 people
Prepare catering
3 people
Wash fruits and vegetables
2 people
Prepare salads
3 people
Prepare sandwiches
3 people
Portion desserts
2 people
Chill drinks
2 people
Inspect venue
2 people
Secure the site
3 people
Build party tents
4 people
Set up tables
3 people
Set up chairs
3 people
Set up buffet
3 people
Set up the drinks station
2 people
Hang decorations
3 people
Connect the music
2 people
Set up game corners
3 people
Set out name badges
2 people
Check toilets
Hold team briefing
4 people

Event

Welcome guests
3 people
Hand out name badges
2 people
Serve welcome drinks
3 people
Explain the program
Serve coffee and tea
2 people
Lead the family game
3 people
Supervise children's activities
3 people
Refill drinks
2 people
Serve snacks
3 people
Guide the photo moment
2 people
Assist at the sports competition
4 people
Open the buffet
2 people
Refill buffet
3 people
Serving food
4 people
Clear tables
3 people
Serve dessert
3 people
Supervise the evening game
3 people
Refill drinks
2 people
Say goodbye
2 people
Collect lost and found items
2 people

Aftercare

Empty trash bins
3 people
Collect tableware
3 people
Store food chilled
2 people
Turn off the sound equipment
2 people
Remove decorations
3 people
Clear tables and chairs
4 people
Sort game equipment
2 people
Take down party tents
4 people
Clean the venue
4 people
Wash dishes
3 people
Clean coolers
2 people
Check leftover food
2 people
Dispose of waste
2 people
Return materials
2 people

What to bring

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

Furniture

Party tentsqty 2
Beer tablesqty 8
Buffet tablesqty 3
Chairsqty 70
Folding chairsqty 10
High tablesqty 4
Tablecloth tablesqty 2
Stoolsqty 6

Tableware

Dinner platesqty 80
Dessert platesqty 80
Soup bowlsqty 70
Drinking glassesqty 100
Wine glassesqty 40
Coffee cupsqty 50
Knivesqty 80
Forksqty 80
Spoonsqty 80
Coffee spoonsqty 50

Kitchen

Serving plattersqty 12
Small serving plattersqty 8
Serving tongsqty 8
Serving spoonsqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Measuring cupsqty 3
Mixing bowlsqty 6
Aluminum foilqty 4
Cling filmqty 4
Coolersqty 6
Thermos flasksqty 5
Water jugsqty 8
Ice cube traysqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Refrigeratorsqty 2
Portable speakersqty 2
Microphone
Microphone stand
Extension cordsqty 5
Power stripsqty 5
Rechargeable batteriesqty 12
Battery chargersqty 3

Sports equipment

Footballsqty 3
Volleyballqty 2
Frisbeesqty 4
Tug of war rope
Conesqty 20
Hoopsqty 8
Skipping ropesqty 8
Water balloonsqty 100
Game cardsqty 6
Board gamesqty 8
Puzzlesqty 4

Decorations

Balloonsqty 100
Buntingqty 12
Table decorationsqty 10
Name badgesqty 70
Markersqty 12
Tapeqty 6
Ropeqty 3

Lighting

String lightsqty 6
LED lampsqty 8
Lanternsqty 6
Tealight holdersqty 12

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 3
Cleaning glovesqty 6
Waste binsqty 6
Waste binsqty 3
Hand soap dispensersqty 4
Hand sanitizer pumpsqty 4

Catering

Groceries

Tips

Set a reply deadline at least 10 days before Family Day so you have time to confirm the final guest list, table layout, name tags, catering quantities, and dietary requirements.
Plan the activities before buying supplies. Write the game rules in advance and assemble one activity pack per game or group so setup does not depend on last-minute sorting.
Check the weather 3 to 5 days beforehand, especially if you need party tents, outdoor tables, or transport. Keep an indoor fallback plan ready rather than waiting until the morning itself.
Reserve refrigerator and cooler space at least 24 hours before the event. Move shelf-stable groceries out of the way, check the coolers, and prepare thermos flasks before catering begins.
Finish the technical check the day before: charge batteries, test the sound equipment, assemble the playlist, and put game materials and decorations together in clearly labelled groups.

Frequently asked questions

How far in advance should I plan a Family Day?: Fix the date and location at least 4 to 6 weeks ahead, especially if you need reservations, furniture, or party tents. Send invitations soon after and set a response deadline around 10 days before the event.
When should I ask guests about dietary requirements?: Ask for dietary requirements with the invitation and repeat the question before the reply deadline. Confirm the final list 7 to 10 days before Family Day so catering and serving arrangements can be adjusted.
When should I check the weather for Family Day?: Check the forecast 5 days before the event and again the day before. Use the first check to change the activity or equipment plan, and the final check to confirm outdoor setup and transport.
What should I prepare the day before Family Day?: The day before, complete the shopping, clear cooling space, check coolers, charge batteries, test sound equipment, sort decorations, and prepare activity packs. Leave only fresh catering and final placement for the event day.

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.