Family Day planning checklist

A Family Day runs smoothly when the practical details are settled before the activities and catering take over. Start with the date, programme, venue, and outdoor space, then move on to invitations, sign-ups, dietary requirements, volunteers, and children’s activities. The final week is for confirming numbers, ordering or shopping for food, checking equipment, and preparing signs and name badges. Use this checklist to keep the work in sequence and avoid last-minute gaps at registration, the buffet, and the activity areas.

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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 the venue and outdoor area
Draft invitations
2 people
Send invitations
2 people
Register sign-ups
2 people
Collect dietary requirements
Assign volunteers
2 people
Select children's activities
2 people
Check game materials
2 people
Calculate catering quantities
2 people
Reserve tables and chairs
Check the weather forecast
Create final participant list
2 people
Give the diet list to the kitchen
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
Wash fruits and vegetables
2 people
Prepare salads
3 people
Make marinades and sauces
2 people
Portion desserts
2 people
Prepare name badges
2 people
Make activity signs
2 people
Compile the music playlist
Check first aid kit
Check toilets
2 people
Determine waste points
Clear passageways
2 people

Event

Build party tents
4 people
Set up tables
3 people
Set up chairs
3 people
Set up buffet tables
3 people
Set up the drink station
2 people
Set out game zones
3 people
Hang decorations
3 people
Connect the sound system
2 people
Set out tableware and cutlery
2 people
Prepare coffee and tea
2 people
Set out snacks
3 people
Set up the registration table
2 people
Brief volunteers
2 people
Welcome guests
3 people
Register attendance
2 people
Hand out name badges
2 people
Lead the opening ceremony
2 people
Serve coffee and tea
3 people
Supervise children's activities
6 people
Supervise adult games
3 people
Refill drinks
2 people
Empty trash bins
2 people
Open the buffet
2 people
Restock the buffet
3 people
Serve diet meals
2 people
Clear away dishes
3 people
Serve dessert and coffee
3 people
Support the evening program
3 people
Serve the last round of drinks
2 people
See off guests
3 people
Put food away safely
3 people

Aftercare

Remove decorations
3 people
Take down tables and chairs
4 people
Take down party tents
4 people
Collect game materials
3 people
Sort the dishes in advance
2 people
Wash dishes
4 people
Clean the kitchen
3 people
Clean rooms
4 people
Collect waste
2 people
Return materials
2 people
Clean cooling materials
2 people
Store leftover food
2 people
Collect lost and found items
Hand over 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 10
Chairsqty 90
Buffet tablesqty 4
Beer tablesqty 4
Registration desk
Folding chairsqty 10

Tableware

Dinner platesqty 100
Dessert platesqty 100
Soup bowlsqty 30
Drinking glassesqty 120
Coffee cupsqty 80
Mugsqty 40
Forksqty 120
Knivesqty 120
Spoonsqty 120
Teaspoonsqty 80
Serving plattersqty 12
Serving spoonsqty 12

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Mixing bowlsqty 6
Measuring cupsqty 3
Storage binsqty 12
Coolersqty 4
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Cutting knivesqty 6

Equipment

Portable speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Rechargeable batteriesqty 12
Handheld megaphone

Sports equipment

Footballsqty 4
Basketballsqty 2
Conesqty 20
Hoopsqty 8
Skipping ropesqty 8
Soft play ballsqty 8
Game matqty 4
Board gamesqty 12
Puzzlesqty 6

Decorations

Tableclothsqty 12
Balloonsqty 100
Buntingqty 10
Flower arrangementsqty 6
Name badgesqty 100
Pensqty 20
Program postersqty 8
Directional signsqty 12

Lighting

LED light stringsqty 6
LED lampsqty 8

Cleaning

Bucketsqty 4
Mopsqty 4
Broomqty 3
Dustpan and brushqty 3
Waste binsqty 8
Spongesqty 12
Rubber glovesqty 8
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the final participant deadline before calculating food quantities. Use the completed sign-up list to account for children, adults, dietary requirements, and volunteers rather than estimating from invitation numbers.
Reserve tables, chairs, buffet tables, and any party tents as soon as the venue is confirmed. Check the outdoor area again during the week before Family Day, because furniture and shelter are easy to arrange too late.
Give the kitchen the dietary list before shopping and preparation begin. Keep separate storage bins or clearly marked areas for ingredients and prepared food that need special handling.
Prepare the activity signs, name badges, and registration desk materials before the event day. Put the signs up before guests arrive so volunteers do not have to explain every activity repeatedly.
Check serving and drink equipment as one complete setup, not item by item. Count plates, bowls, glasses, cups, mugs, cutlery, serving platters, coolers, thermos flasks, coffee machines, and kettles before food is prepared.

Frequently asked questions

How far in advance should I start planning a Family Day?: Set the date, programme, and venue at least 6 to 8 weeks ahead. Send invitations early enough to leave 2 to 3 weeks for sign-ups and dietary information.
When should I confirm the number of Family Day guests?: Close registrations about 7 days before the event. Create the final participant list then and use it for catering quantities, seating, name badges, and volunteer assignments.
When should I check the weather for an outdoor Family Day?: Check the forecast 7 days before the event and again 24 hours beforehand. Use the second check to confirm whether party tents, outdoor activities, or an indoor backup need adjusting.
How much food and drink should I prepare for Family Day?: Base quantities on the final participant list, separating adults, children, volunteers, and dietary needs. For drinks, plan roughly 2 to 3 servings per person for the first hour, then adjust for the length and format of the programme.

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.