Family festival checklist

A family festival needs more than activities and food. You also need a clear registration process, suitable equipment, weather cover and a practical layout for families moving between areas. Start with the venue, date, permissions and insurance, then build the programme and confirm suppliers. During the final week, check dietary requirements, print signs and prepare anything that can be done ahead of time. This checklist keeps the planning sequence clear, from the first booking to the last setup task.

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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

Reserve venue
Record date and times
2 people
Check permits
Check insurance
Design invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Create the program
2 people
Choose game activities
2 people
Put together the music
Confirm suppliers
2 people
Order catering
2 people
Reserve materials
Check the weather forecast
Determine an alternative weather plan
2 people
Update registrations
2 people
Check dietary list
2 people
Print the program
Make route signs
2 people
Make name badges
2 people
Do the shopping
3 people
Chill drinks
2 people
Wash vegetables
2 people
Prepare sauces
2 people
Sort decorations
2 people
Check game materials
2 people
Prepare the first aid bag
Print phone numbers
Set up tables
4 people
Set up chairs
4 people
Build party tents
4 people
Set up buffet tables
3 people
Mark off the game zones
3 people
Hang decorations
3 people
Put up route signs
2 people
Safely lay out lighting cables
2 people
Connect the sound system
2 people
Test the music
2 people
Set out tableware
2 people
Set up drink points
2 people
Arrange snacks
3 people
Prepare barbecue
2 people
Place waste stations
2 people
Check toilets
Preparing registration
2 people

Event

Start opening music
Welcome visitors
3 people
Hand out name badges
2 people
Explain the program
Supervise children's games
4 people
Guide traditional games
3 people
Lead the creative activity
3 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Guide the photo moment
Light the barbecue
2 people
Set out salads
2 people
Prepare the barbecue
4 people
Serve barbecue
4 people
Mark vegetarian portions
Run the kids’ disco
3 people
Open the dessert buffet
2 people
Refill coffee and tea
2 people
Support the evening activity
3 people
Announce the final round
Wave goodbye to visitors
3 people

Aftercare

Cover food
2 people
Turn off the sound system
2 people
Turn off lighting system
2 people
Take down party tents
4 people
Clear tables and chairs
4 people
Wash dishes
3 people
Clean the kitchen
2 people
Collect waste
3 people
Clean the grounds
4 people
Remove decorations
3 people
Sort game equipment
2 people
Check borrowed items
2 people
Return materials
2 people
Distribute leftover food
2 people
Empty the coolers
2 people
Store cleaning supplies
2 people
Collect lost property
Hand over the venue
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 10
Chairsqty 80
Beer tablesqty 6
Buffet tablesqty 4
Registration desk
Stoolsqty 12
Coolersqty 4

Tableware

Reusable platesqty 120
Reusable bowlsqty 60
Drinking glassesqty 150
Coffee cupsqty 60
Knivesqty 120
Forksqty 120
Spoonsqty 100
Serving spoonsqty 20

Decorations

Buntingqty 10
Balloonsqty 100
Balloon pumpqty 2
Tableclothsqty 14
Name badgesqty 120
Chalkboardsqty 6
Chalk markersqty 12
Route signsqty 8

Equipment

Barbecuesqty 2
Speakersqty 2
Mixer
Microphone
Extension cordsqty 6
Power stripsqty 4
Thermos flasksqty 6
Coffee machinesqty 2
Food warmersqty 4
Cooling matsqty 8

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Mixing bowlsqty 6
Serving spoonsqty 12
Pliersqty 8
Measuring cupsqty 3
Aluminum traysqty 20

Cleaning

Washing-up bowlsqty 3
Dish brushesqty 4
Spongesqty 12
Microfiber clothsqty 12
Broom setsqty 3

Lighting

String lightsqty 6
LED lampsqty 12
Lanternsqty 8
Batteriesqty 24

Sports equipment

Footballsqty 4
Frisbeesqty 6
Skipping ropesqty 8
Hoopsqty 8
Conesqty 20
Water balloonsqty 200

Catering

Groceries

Tips

Set the venue, date and opening hours first, then check permits and insurance before sending invitations. Allow at least 2–3 weeks for registrations and any required approval.
Plan the programme around family movement: leave time between activities, place the registration desk near the entrance, and print enough name badges and programmes for every registered guest plus a small spare batch.
Confirm catering numbers after registration closes, including dietary requirements. Check the list again 2–3 days before the festival so sauces, vegetables and serving equipment match the final attendance.
Prepare for changing weather by checking the forecast 48 hours before the event. Keep party tents, tables and an alternative indoor or covered plan ready instead of waiting until the morning itself.
Test the sound setup before guests arrive: check the speakers, mixer, microphone, extension cords and power strips together. Chill drinks, set out reusable tableware and finish route signs before the first registration.

Frequently asked questions

How far in advance should I organise a family festival?: Start planning at least 6–8 weeks ahead if you need a venue, suppliers, catering and activities. Send invitations once the date, times and main programme are confirmed, ideally 3–4 weeks before the festival.
What should I organise first for a family festival?: Book the venue and record the date and opening hours first. Then check permits and insurance before arranging invitations, registrations, catering and materials.
When should I check the weather for a family festival?: Check the forecast 48 hours before the event and again on the morning itself. Decide by the earlier check whether tents, covered areas or your alternative weather plan need to be used.
How many drinks do I need for a family festival?: For the first hour, plan on 2–3 drinks per adult and at least 1 drink per child, then adjust for the event length and weather. Keep extra water chilled and provide coolers so drinks remain available throughout the 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.