Family Day checklist: what to arrange and when

A Family Day runs more smoothly when registrations, food, activities and equipment are handled in the right order. Start by confirming the date and location, then work toward a final participant list and program. Plan both outdoor and bad-weather arrangements, especially if you need party tents, barbecues, coolers or extension cords. In the final days, check deliveries, shop for supplies, prepare fresh food and set up serving areas so the event does not depend on last-minute decisions.

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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
Process registrations
Collect dietary requirements
Finalize the program
2 people
Select game activities
2 people
Make reservations
Check the weather forecast
Create final participant list
Check deliveries
Check the shopping list
2 people
Do the shopping
3 people
Collect fresh produce
2 people
Chill drinks
2 people
Keep meat and vegetarian products chilled
2 people
Prepare desserts
3 people
Wash and cut vegetables
3 people
Make marinades and sauces
2 people
Prepare salads
3 people
Count dishes and cutlery
2 people
Make name badges
2 people
Create a music playlist
Set up the weather plan
2 people
Fill coolers
2 people
Open venue
2 people
Build party tents
4 people
Set up tables
4 people
Set up chairs
4 people
Set up buffet tables
3 people
Set up drink station
2 people
Hang decorations
3 people
Hang lighting
3 people
Lay out game materials
3 people
Set up kids' corner
2 people
Set out coffee and tea
2 people
Prepare snacks
4 people
Light the barbecue
2 people
Set out buffet dishes
4 people
Check toilets
Place waste stations
2 people
Set up the reception desk
2 people
Test the music

Event

Welcome guests
3 people
Hand out name badges
2 people
Serve welcome drinks
3 people
Serve coffee and tea
2 people
Serve snacks
3 people
Take a family photo
2 people
Supervise children's games
3 people
Guide traditional games
3 people
Refill drinks
2 people
Empty trash bins
2 people
Prepare barbecue dishes
4 people
Serve barbecue
4 people
Serve vegetarian dishes
2 people
Restock salads and side dishes
2 people
Clear away dishes
3 people
Serve dessert
3 people
Lead the family quiz
2 people
Provide music and dancing
2 people
Check evening lighting
Serve last-round drinks
2 people
See off guests
3 people

Aftercare

Store food safely
3 people
Extinguish barbecue
2 people
Clear tables and chairs
4 people
Take down party tents
4 people
Remove decorations
3 people
Collect game materials
3 people
Wash dishes
4 people
Empty the coolers
2 people
Sort waste
3 people
Clean the venue
4 people
Clean the restrooms
2 people
Check materials
2 people
Return borrowed items
2 people
Distribute leftover food
2 people
Collect lost property
Archive invoices and receipts

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 60
Buffet tablesqty 3
High tablesqty 4
Tableclothsqty 10

Tableware

Platesqty 70
Dessert platesqty 70
Cutlery setsqty 70
Coffee cupsqty 50
Glassesqty 100
Wine glassesqty 40
Serving plattersqty 12
Serving spoonsqty 10
Pitchersqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Mixing bowlsqty 6
Measuring cupsqty 3
Pliersqty 6
Aluminum traysqty 10
Hot traysqty 4

Equipment

Barbecuesqty 2
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 4
Power stripsqty 3
Portable speakersqty 2
Microphone

Decorations

Balloonsqty 100
Buntingqty 12
Table décorqty 10
Name badgesqty 60
Tapeqty 4
Ropeqty 2
Directional signsqty 8

Lighting

String lightsqty 6
LED lanternsqty 8
Spare batteriesqty 24

Sports equipment

Footballsqty 3
Frisbeesqty 4
Wooden gamesqty 4
Skipping ropesqty 6
Conesqty 20
Prizesqty 20
Chalkqty 2
Bubble solutionqty 6

Cleaning

Waste binsqty 6
Trash bag holdersqty 4
Bucketsqty 3
Mopsqty 3
Broom setsqty 3
Cleaning clothsqty 12
Hand soap dispensersqty 4
Towel rollsqty 6

Catering

Groceries

Tips

Set a registration deadline at least 7 days before Family Day. Use the final list to confirm numbers, collect dietary requirements and calculate seating, name badges, plates and cutlery.
Finish the program and choose game activities several days ahead. Allow at least 30 minutes between planned activities so children can move between games, food and free time.
Check the weather forecast 48 hours before the event and activate the weather plan no later than the day before. Confirm where party tents, tables and activities will go if outdoor space becomes unusable.
Prepare cold food and drinks in stages: wash and cut vegetables, make salads, marinades and sauces the day before, then chill drinks and keep meat and vegetarian products refrigerated until serving.
Count tableware against the final guest list before setup. Include dessert plates, coffee cups, glasses, wine glasses and serving utensils, then test coffee machines, kettles, speakers, microphones and extension cords before guests arrive.

Frequently asked questions

How far in advance should I send Family Day invitations?: Send invitations about 3 to 4 weeks before Family Day and set the registration deadline 7 days before the event. This leaves time to chase missing replies, collect dietary requirements and finalize quantities.
When should I finalize the Family Day program?: Finalize the program at least 5 days before Family Day, including game activities and any reservations. Share the final schedule with the people leading activities so they can prepare materials and timing.
What should I do the day before Family Day?: Check deliveries, complete the shopping, prepare salads and desserts, cut vegetables and make marinades or sauces the day before. Also confirm the weather plan, chill drinks and verify that meat and vegetarian products can stay cold.
How many plates and glasses do I need for Family Day?: Count one complete set per registered guest, then add 10% for breakage, dropped cutlery and unexpected visitors. Count dessert plates, coffee cups, regular glasses and wine glasses separately because they are used at different points in the program.

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.