Family Day picnic checklist: what to arrange and when

A Family Day picnic needs more planning than a shared lunch: you are coordinating registrations, dietary needs, transport, shelter, food storage and activities in one outdoor setting. Use this checklist to work backwards from the picnic date, rather than leaving deliveries and food preparation until the last day. The plan covers everything from confirming parking and sending the programme to chilling desserts, filling coolers and checking the venue before guests arrive.

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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 parking location
Set the picnic date
2 people
Send invitations
Process registrations
Collect dietary requirements
Share program
Check the weather forecast
Determine an alternative weather plan
2 people
Confirm deliveries
Check the shopping list
2 people
Do the shopping
3 people
Set up non-perishable supplies
2 people
Wash the vegetables and fruit
2 people
Prepare salads
3 people
Portion bread and spreads
2 people
Chill desserts
2 people
Label diet meals
2 people
Fill coolers
2 people
Gather picnic supplies
3 people
Check game materials
2 people
Set up the music playlist
Load transportation to the venue
4 people
Inspect venue
2 people
Build party tents
4 people
Lay out picnic blankets
3 people
Set up tables and chairs
4 people
Set up buffet tables
3 people
Hang decorations
3 people
Test music and lighting
2 people
Mark food and drink stations
2 people

Event

Welcome guests
3 people
Register attendance
2 people
Serve welcome drinks
3 people
Explain the program
Guide children to the games
3 people
Take a family photo
2 people
Guide the game round
4 people
Refill drinks
2 people
Refill snacks
2 people
Make coffee and tea
2 people
Serve coffee and tea
2 people
Collect tableware
2 people
Wash dishes
2 people
Prepare barbecue
3 people
Light the barbecue
2 people
Set out salads and bread
3 people
Prepare barbecue dishes
4 people
Serve barbecue dishes
3 people
Serve dietary meals separately
2 people
Restock the buffet
2 people
Collect used dishes
3 people
Serve dessert
3 people
Supervise the evening game
4 people
Provide music
Switch on lanterns
2 people
Serve the last drinks round
2 people
See off guests
3 people

Aftercare

Pack leftovers safely
3 people
Separate and collect waste
4 people
Safely extinguish barbecue
2 people
Take down tables and chairs
4 people
Take down party tents
4 people
Remove decorations
3 people
Clean the venue
5 people
Reload materials
4 people
Empty coolers
2 people
Wash the dishes at home
3 people
Store materials clean and dry
2 people
Check remaining groceries
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 60
Picnic blanketsqty 12
Buffet tablesqty 3
Tableclothsqty 9
Coolersqty 6
Storage cratesqty 10

Tableware

Reusable platesqty 80
Reusable bowlsqty 60
Reusable cupsqty 100
Coffee cupsqty 60
Cutlery setsqty 80
Serving spoonsqty 12
Serving plattersqty 12
Pouring jugsqty 8
Thermos flasksqty 6
Cutting boardsqty 4
Bread basketsqty 6
Serving tongsqty 8

Equipment

Gas barbecuesqty 2
Gas cylindersqty 2
Portable speaker
Power banksqty 3
Extension cordsqty 3
Power stripsqty 3
Thermometerqty 2
Cutting knivesqty 6
Lightersqty 4
Flashlightsqty 4

Decorations

Buntingqty 8
Balloonsqty 60
Balloon weightsqty 6
Table décorqty 12
Name badgesqty 70
Markersqty 12
Welcome sign
Tapeqty 4

Lighting

String lightsqty 4
LED lanternsqty 8
Spare batteriesqty 24
Tealight holdersqty 12

Sports equipment

Footballsqty 3
Frisbeesqty 4
Badminton setsqty 3
Soft ballsqty 6
Skipping ropesqty 6
Ring toss setsqty 2
Kubb set
Water gunsqty 12
Game cardsqty 4
Bubble solutionqty 6

Cleaning

Waste binsqty 6
Trash bag holdersqty 6
Handwashing station
Water jugs for handsqty 2
Cleaning bucketsqty 3
Washing-up tubsqty 3
Litter pickersqty 3
Reusable cleaning clothsqty 12

Catering

Groceries

Tips

Set the date and parking arrangements at least 4 weeks ahead, then send invitations with a clear registration deadline. Keep the final attendee count for food portions, seating and transport.
Ask for dietary requirements when people register, not during setup. Label special meals before loading the coolers so they can be found without opening every container.
Check the weather forecast 7 days before the picnic and make the alternative plan then. Party tents, blankets and food transport all need a different setup if rain or strong wind is expected.
Finish shopping and non-perishable setup 1–2 days before the event. Wash fruit and vegetables, prepare salads, portion bread and spreads, and chill desserts close enough to serving time to keep them fresh.
Allow at least 2 hours for venue setup. Inspect the site first, then build the party tents, place blankets and tables, fill coolers, test the speaker and keep flashlights and power banks accessible.

Frequently asked questions

How far in advance should I plan a Family Day picnic?: Set the date and confirm parking at least 4 weeks in advance. Send invitations soon after, and close registrations about 10–14 days before the picnic so you can shop and plan seating accurately.
When should I check the weather for a Family Day picnic?: Check the forecast 7 days before the event and again the day before. Decide on the alternative weather plan at the first check, rather than waiting until setup morning.
How long does it take to set up a Family Day picnic?: Allow 2 hours for a complete setup, including a venue inspection, party tents, picnic blankets, tables, coolers, music and game materials. Add another 30 minutes if deliveries arrive during setup.
When should I prepare the food for a Family Day picnic?: Do the main shopping and prepare non-perishable supplies 1–2 days ahead. Wash produce and prepare salads the day before where suitable, then chill desserts, label diet meals and fill coolers on the event day.

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.