Family Day planning checklist

A Family Day works best when the practical details are settled before the activities begin. This checklist takes you from choosing the date and checking the grounds to handling registrations, food, equipment and final setup. Plan the activity program early, confirm game hosts and collect dietary information before shopping. In the final week, check the weather, finish the site map and prepare signs, name badges, drinks and food so the event can start without 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

Set the date and program
2 people
Check the venue and grounds
2 people
Send invitations
2 people
Open registrations
Develop the activity program
3 people
Contact game hosts
2 people
Compile the music program
Collect dietary preferences
Collect dietary requirements
Process registrations
2 people
Create the final visitor list
2 people
Confirm reservations
Check the weather forecast
Create a site map
2 people
Check activity materials
2 people
Purchase game prizes
Finalize the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Cut vegetables and fruit
2 people
Prepare salads
2 people
Marinate meat and vegetarian dishes
2 people
Write name tags
2 people
Make route signs
2 people
Print the game rules
Test the music and playlist
Set out cash register and payment methods
Check first aid supplies
Prepare weather backup
2 people
Cordon off the area
3 people
Set up tents
4 people
Set up tables and chairs
4 people
Set up buffet
3 people
Set up game stations
4 people
Hang decorations
3 people
Connect sound equipment
2 people
Check the lighting and power
2 people
Set up food chilled
3 people
Set out coffee and tea
2 people
Set up the reception table
2 people
Restock the toilets
Check the grounds and tables
3 people

Event

Welcome guests
3 people
Hand out name badges
2 people
Serve welcome drinks
3 people
Lead the game rounds
6 people
Supervise children's activities
4 people
Serve coffee and tea
2 people
Refill drinks
2 people
Distribute snacks
3 people
Prepare barbecue
3 people
Open the dinner buffet
4 people
Refill the dinner buffet
3 people
Serve dessert
3 people
Handle prize ceremony
2 people
Provide music
Serve the last round of drinks
2 people
See off guests
3 people

Aftercare

Collect waste
4 people
Collect tableware
3 people
Store food and drinks safely
3 people
Take down tables and chairs
4 people
Take down tents and decorations
4 people
Wash dishes
3 people
Clean the grounds
4 people
Return materials
2 people
Empty and clean coolers
2 people
Distribute leftover food
2 people
Collect lost and found items
Take waste to the collection point
2 people
Return keys and access cards

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Folding chairsqty 70
Beer tablesqty 4
Beer table benchesqty 8
Buffet tablesqty 4
Information desk
Coat racksqty 2
Tablecloth clipsqty 12
Coolersqty 6

Tableware

Platesqty 80
Dessert platesqty 80
Glassesqty 100
Coffee cupsqty 60
Knivesqty 80
Forksqty 80
Spoonsqty 80
Serving spoonsqty 20
Serving plattersqty 12
Pitchersqty 8

Decorations

Balloonsqty 100
Balloon ribbonqty 2
Party flagsqty 8
Tableclothsqty 14
Flower arrangementsqty 8
Name badgesqty 70
Directional signsqty 12
Menusqty 8

Equipment

Bluetooth speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 4
Power banksqty 4
Coffee machinesqty 2
Kettlesqty 2
Barbecueqty 2
Gas cylindersqty 2
Megaphone
Ice packsqty 24

Sports equipment

Footballsqty 4
Conesqty 30
Skipping ropesqty 8
Hoopsqty 8
Water balloonsqty 200
Field marker linesqty 2
Ring toss setsqty 3
Tug-of-war ropesqty 2
Trash bagsqty 10
Prizesqty 20

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Barbecue tongsqty 4
Serving tongsqty 8
Food warmersqty 6

Lighting

String lightsqty 6

Cleaning

Waste binsqty 8
Broomsqty 3
Dustpan and brushqty 3

Catering

Groceries

Tips

Set the date, venue and program before sending invitations. Keep registrations open long enough to estimate numbers, then use the final visitor list to confirm reservations, food quantities and seating.
Contact game hosts and finalize the activity program several weeks ahead. Put the schedule on the site map and prepare directional signs so families can find the information desk and activities without asking staff.
Collect dietary preferences and requirements during registration, not on the event day. Review the responses before finalizing the shopping list, preparing salads and marinating meat or vegetarian dishes.
Check the weather forecast during the final week and again the day before. If rain or strong sun is possible, confirm party tents, tables, chairs and tablecloth clips before delivery or setup.
Prepare the items people often overlook the day before: chilled drinks, name tags, route signs, serving platters, pitchers and enough cups, plates and cutlery for the final visitor count.

Frequently asked questions

How far in advance should I plan a Family Day?: Start planning at least 6 to 8 weeks before the event. Set the date and venue first, then allow time to arrange game hosts, open registrations and develop the activity program.
When should I send Family Day invitations?: Send invitations about 4 to 6 weeks ahead and keep registrations open for at least 2 weeks. Close registration early enough to create the final visitor list and confirm reservations and food requirements.
When should I check the weather for Family Day?: Check the forecast 7 days before the event, then check again 24 hours before setup. Use the result to confirm party tents, the site layout and any changes to outdoor activities.
How much food and drink should I prepare for Family Day?: Base quantities on the final visitor list, including children and adults separately. For drinks, plan about 2 to 3 per person for the first hour, then add water and extra servings for the remaining 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.