Family Day checklist: what to arrange and when

A Family Day runs more smoothly when registrations, food, activities, and equipment are tied to clear deadlines. Start by confirming the date and location, then build the guest count before finalizing the menu or activity schedule. In the final week, check deliveries, volunteer assignments, dietary requirements, and non-perishable stock. This checklist also helps you avoid last-minute gaps such as missing serving utensils, unchilled drinks, unreadable name tags, or games that have not been sorted.

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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
Register sign-ups
Process registrations
Collect dietary requirements
Determine the final number of guests
2 people
Create menu
2 people
Determine vegetarian options
2 people
Choose children's activities
2 people
Put together the game schedule
2 people
Make reservations
Check deliveries
Assign volunteers
2 people
Create a contact list
Send the program to guests
Check the shopping list
2 people
Check stock of non-perishable products
2 people
Clear the cold storage area
2 people
Sort game equipment
2 people
Write name tags
2 people
Do the shopping
3 people
Chill drinks
2 people
Wash vegetables
2 people
Prepare sauces
2 people
Portion desserts
2 people
Prepare salads
3 people
Marinate the meat
2 people
Label allergens separately

Event

Open venue
2 people
Inspect the site
2 people
Build party tents
4 people
Set up tables
3 people
Set out chairs
3 people
Set up buffet tables
3 people
Set up the drinks station
2 people
Set up coffee station
2 people
Mark game zones
2 people
Hang decorations
3 people
Connect the music
2 people
Set up lighting
2 people
Set out cutlery
2 people
Lay out name badges
Set up the registration table
2 people
Set out activity materials
3 people
Prepare barbecue
3 people
Bring dishes up to temperature
3 people
Set out the buffet dishes
3 people
Staff the reception desk
2 people
Welcome guests
3 people
Hand out name badges
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Supervise children's games
4 people
Guide traditional games
3 people
Guide the photo moment
2 people
Serve snacks
3 people
Open the buffet
2 people
Restock the buffet
3 people
Operate barbecue
3 people
Serve diet meals
2 people
Collect used dishes
2 people
Serve dessert
2 people
Support the evening activity
3 people
Provide music
Announce the final round
See off guests
3 people

Aftercare

Pack leftover food
2 people
Separate waste
3 people
Take down the buffet
3 people
Switch off equipment
2 people
Wash dishes
3 people
Clear tables and chairs
4 people
Remove decorations
2 people
Clean the grounds
4 people
Take down party tents
4 people
Inventory materials
2 people
Gather borrowed items
2 people
Check the venue
2 people
Dispose of waste
2 people
Clean tableware and supplies
3 people
Return borrowed materials
2 people
Distribute leftover food
2 people
Keep lost and found items

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 10
Folding chairsqty 70
Buffet tablesqty 3
High tablesqty 4
Tableclothsqty 12
Parasolsqty 3
Stoolsqty 8

Tableware

Platesqty 80
Bowlsqty 70
Glassesqty 100
Coffee cupsqty 60
Mugsqty 30
Forksqty 80
Knivesqty 80
Spoonsqty 80
Serving spoonsqty 12
Serving plattersqty 12
Pouring jugsqty 6
Thermos flasksqty 4

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Mixing bowlsqty 6
Measuring cupsqty 3
Aluminum traysqty 12
Storage binsqty 12
Serving utensilsqty 12
Oven mittsqty 4
Tea towelsqty 12
Coolersqty 4

Equipment

Barbecueqty 2
Barbecue tongsqty 4
Coffee machinesqty 2
Kettlesqty 2
Refrigerators
Bluetooth speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Power banksqty 3

Decorations

Balloonsqty 100
Balloon pumpqty 2
Buntingqty 12
Buntingqty 4
Table décorqty 12
Name badgesqty 80
Markersqty 12
Tapeqty 6
Ropeqty 3
Directional signsqty 8

Sports equipment

Footballsqty 3
Volleyballqty 2
Frisbeesqty 4
Pogo ballsqty 4
Skipping ropesqty 6
Conesqty 20
Hoopsqty 8
Water balloonsqty 200
Game cardsqty 4
Board gamesqty 6
Tug of war rope

Lighting

String lightsqty 6
LED lampsqty 8
Lanternsqty 6

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 3
Waste binsqty 6
Hand soap dispensersqty 3
Towel holdersqty 3

Catering

Groceries

Tips

Set a registration deadline at least 7 days before Family Day. Use the final number of guests to plan vegetarian portions, seating, name tags, drinks, and the quantity of plates, glasses, and cutlery.
Send the programme to guests no later than 3 days before the event. Include arrival information, the activity schedule, meal timing, and a contact number so families know what to expect.
Check deliveries and reservations 48 hours in advance. This is the point to confirm party tents, tables, chairs, buffet equipment, coolers, and any items arranged through another supplier.
Prepare food in stages rather than leaving everything for the event morning. Wash vegetables and prepare sauces the day before, then chill drinks and clear enough cold-storage space before setup begins.
Assign volunteers to specific time slots and jobs, including registration, food service, children’s activities, and cleanup. Keep the contact list with the event lead and give each volunteer a clear handover time.

Frequently asked questions

How far in advance should I send Family Day invitations?: Send invitations 3 to 4 weeks before Family Day and set the reply deadline at least 7 days before it. That leaves time to process registrations, collect dietary requirements, and confirm the final guest count.
When should I finalize the Family Day menu?: Finalize the menu 7 days before the event, once most registrations are in. Confirm vegetarian options and dietary requirements at the same time, then check shopping quantities and cold-storage space 2 to 3 days before setup.
How many volunteers do I need for a Family Day?: Plan at least 1 registration volunteer, 1 food-service volunteer, and 1 activity lead for each busy area. For a larger group, add one extra volunteer per 25 to 30 guests so queues and activity changes do not rely on one person.
When should I set up tables, chairs, and the buffet?: Set up furniture and buffet tables 2 to 3 hours before guests arrive. Put out tableware and serving equipment after the layout is fixed, while chilled drinks and perishable food should stay cold until shortly before serving.

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.