Family Day planning checklist

A Family Day runs more smoothly when the program, people and practical details are settled in the right order. Start with the date and guest list, then confirm activities, food quantities, transport and volunteer roles. This checklist also covers the details that are easy to overlook, such as dietary requirements, route signs, name badges, game rules and chilled food. Use it to track preparations from the first invitation through the final buffet 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
Compile the guest list
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Inventory transport needs
2 people
Send the program to guests
Finalize activity choices
3 people
Write out the game rules
2 people
Assemble the music playlist
Confirm reservations
Calculate catering quantities
2 people
Create a shopping list
2 people
Check material stock
2 people
Order missing materials
Assign volunteers
2 people
Send the task list to volunteers
Make name badges
2 people
Create program and route signs
2 people
Arrange prizes for games
2 people
Do the shopping
3 people
Sort non-perishable groceries
2 people
Check refrigerated products
2 people
Prepare vegetables and fruit
3 people
Set out sandwiches and fillings
3 people
Prepare salads
3 people
Prepare snacks
3 people
Chill drinks
2 people
Set up the coffee and tea station
2 people
Set up the buffet
4 people
Set up tables
4 people
Set up chairs
4 people
Set up party tents
6 people
Hang decorations
3 people
Set up game stations
4 people
Test sound equipment
2 people
Hang lighting
3 people
Signpost the entrance
2 people
Check toilets
Prepare first aid supplies
Set up the reception table
2 people
Brief volunteers
2 people

Event

Welcome guests
4 people
Hand out name badges
2 people
Serve welcome drinks
3 people
Deliver the welcome speech
Serve coffee and tea
3 people
Lead the introduction game
2 people
Supervise children's games
4 people
Facilitate board games
3 people
Refill drinks
2 people
Serve snacks
3 people
Guide the photo moment
2 people
Open the buffet
2 people
Restock the buffet
3 people
Serve diet meals
2 people
Collect dishes and cutlery
3 people
Provide music
Support the dance floor
2 people
Serve dessert
3 people
Refill coffee and tea
2 people
Announce the farewell
See off guests
3 people

Aftercare

Collect waste
4 people
Clear away food and drinks
3 people
Wash dishes
4 people
Wipe down tables and chairs
3 people
Clean the venue
4 people
Remove decorations
3 people
Take down party tents
6 people
Sort game equipment
3 people
Pack away the sound equipment
2 people
Dismantle lighting
3 people
Return materials
2 people
Process chilled products
2 people
Collect lost and found items
Take out general waste
2 people
Distribute leftover food
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 10
Chairsqty 90
Buffet tablesqty 3
High tablesqty 4
Tablecloth tablesqty 2
Coat rack

Tableware

Reusable platesqty 100
Reusable bowlsqty 100
Reusable glassesqty 120
Coffee cupsqty 80
Mugsqty 40
Knivesqty 100
Forksqty 100
Spoonsqty 100
Teaspoonsqty 80
Serving spoonsqty 12
Serving bowlsqty 12
Serving traysqty 8
Water jugsqty 8

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Mixing bowlsqty 6
Measuring cupsqty 2
Pliersqty 6
Coolersqty 4
Thermos flasksqty 6
Bottle openersqty 4
Aluminum foilqty 2
Food storage containersqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Refrigerators
Bluetooth speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Rechargeable batteriesqty 12

Decorations

Balloonsqty 100
Balloon pumpqty 2
Buntingqty 12
Table décorqty 12
Name badgesqty 100
Pensqty 20
Program boardsqty 6
Chalkboardsqty 4
Chalk markersqty 8
Table numbersqty 12

Sports equipment

Boccia setsqty 2
Ring toss setsqty 2
Cornhole setsqty 2
Tug of war rope
Soft ballsqty 12
Conesqty 20
Hoopsqty 8
Game cardsqty 6
Board gamesqty 10
Scorecardsqty 100
Stopwatchesqty 4

Lighting

String lightsqty 6
LED lanternsqty 8
Battery lampsqty 6

Cleaning

Waste binsqty 8
Waste sorting binsqty 4
Bucketsqty 4
Cleaning clothsqty 20
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Hand soap dispensersqty 4
Toilet brushesqty 4

Catering

Groceries

Tips

Set the date and program before sending invitations, then allow at least 7 days to process registrations and collect dietary requirements. Use the final guest count to adjust catering, seating and activity materials.
Confirm activity choices and write the game rules before assigning volunteers. Send each volunteer their task list at least 3 days before Family Day so questions can be resolved before setup.
Check tables, chairs, tents, tableware, coolers and serving equipment against the expected attendance at least 1 week in advance. Order missing materials early rather than discovering shortages during setup.
Prepare signs, route markers and name badges before the event day. Keep serving spoons, water jugs, bottle openers and food storage containers together so the buffet team is not searching for them later.
Shop in two stages when possible: buy non-perishable groceries first, then check refrigerated products and prepare fruit, vegetables, sandwiches and fillings close to serving time. Keep chilled food in coolers until it is placed on the buffet.

Frequently asked questions

How far in advance should I start planning a Family Day?: Start at least 4 to 6 weeks before the event. This gives you time to set the program, invite guests, confirm registrations, order materials and assign volunteers.
When should I send Family Day invitations?: Send invitations 3 to 4 weeks in advance, with a clear registration deadline. Close registrations at least 7 days before the event so you can calculate food, seating and transport needs.
How much food should I prepare for Family Day?: Base the quantities on the final registered guest count, separating children, adults and dietary requirements. Finalize the shopping list 5 to 7 days beforehand and prepare chilled items on the day itself.
When should volunteers receive their Family Day tasks?: Send the task list at least 3 days before Family Day. Include arrival times, activity responsibilities, setup duties and who handles food or equipment so every role has a clear owner.

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.