Family festival checklist: what to arrange and when

A family festival involves more than booking a date and putting out games. You need a clear programme, activity materials, food information, weather cover and enough seating for different ages. Start with the venue and registrations, then confirm suppliers and permissions before buying or preparing anything. In the final week, use the guest list and dietary details to check quantities, print the run sheet and prepare the site so opening the venue is straightforward.

Organize this event for free with Lizzt

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
Compile program
2 people
Select activities
2 people
Draft invitations
Send invitations
Process registrations
Collect dietary requirements
Make reservations
Confirm suppliers
Check permits
Monitor the weather forecast
Create final guest list
Pass allergies on to suppliers
Print the run sheet
Prepare name badges
2 people
Print floor plan
Check game materials
2 people
Create a music playlist
Set out prizes for games
2 people
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Sort name tags
Open venue
2 people
Receive deliveries
2 people
Inspect the site
2 people
Build party tents
5 people
Set up tables and chairs
4 people
Set up buffet tables
3 people
Set up coffee station
2 people
Set up the bar
3 people
Set up game stations
4 people
Set up kids' corner
2 people
Hang decorations
3 people
Connect the sound system
2 people
Set up lighting
3 people
Put up directional signs
2 people
Place waste stations
2 people
Check toilets
2 people
Set out buffet dishes
4 people
Arrange snacks on platters
3 people
Hold team briefing
6 people

Event

Welcome guests
3 people
Check off registrations
2 people
Hand out name badges
2 people
Serve welcome drinks
3 people
Supervise children's activities
4 people
Guide the game round
3 people
Provide music
Serve snacks
3 people
Refill drinks
3 people
Serve coffee and tea
2 people
Open the buffet
2 people
Restock the buffet
3 people
Serve diet meals
2 people
Clear tables
3 people
Wash dishes
3 people
Restock game supplies
2 people
Handle prize ceremony
2 people
Support the evening program
3 people
Announce the final round
See off guests
3 people

Aftercare

Store leftovers refrigerated
2 people
Collect waste
3 people
Clear tables and chairs
4 people
Remove decorations
3 people
Take down party tents
5 people
Collect game materials
3 people
Disconnect the sound system
2 people
Remove lighting
3 people
Clean dishes and kitchen
3 people
Clean the venue
4 people
Dispose of waste
2 people
Sort borrowed items
2 people
Return materials
2 people
Collect lost and found items

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Buffet tablesqty 4
Folding chairsqty 90
High tablesqty 6
Picnic blanketqty 8
Tableclothsqty 16
Parasolqty 4

Tableware

Reusable platesqty 100
Reusable bowlsqty 100
Reusable cupsqty 150
Wine glassesqty 50
Coffee cupsqty 80
Knivesqty 100
Forksqty 100
Spoonsqty 100
Serving spoonsqty 12
Pliersqty 8
Serving plattersqty 16
Serving trays with lidsqty 6

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 8
Coolersqty 6
Thermos flasksqty 6
Kettlesqty 3
Coffee machinesqty 2
Food warmersqty 4
Aluminum foilqty 4
Cling filmqty 3

Equipment

Bluetooth speakersqty 2
Microphone
Microphone stand
Extension cordsqty 6
Power stripsqty 6
Rechargeable power banksqty 4

Decorations

Buntingqty 12
Balloonsqty 100
Balloon pumpqty 2
Table décorqty 12
Name badgesqty 100
Pensqty 20
Wayfinding signsqty 8

Lighting

String lightsqty 8
LED lampsqty 12
Extension cordsqty 6

Sports equipment

Footballsqty 4
Frisbeesqty 6
Skipping ropesqty 8
Conesqty 20
Hoopsqty 8
Water balloonsqty 200
Ring toss setqty 2
Trash bagsqty 8
Sidewalk chalkqty 12

Cleaning

Waste binsqty 10
Dustpan and brushqty 3
Broomqty 3
Mopqty 3
Bucketsqty 3
Cleaning glovesqty 8
Litter pickerqty 2

Catering

Groceries

Tips

Confirm the date, location and any required permits before sending invitations. Keep the programme and activity choices specific enough that families know what will be available and how long the festival runs.
Set a registration deadline several days before the festival, then use the final guest list to check dietary requirements, name badges and seating. Pass allergy information to suppliers rather than relying on a last-minute verbal update.
Check the weather forecast at least 72 hours before opening. Party tents, parasols, picnic blankets and folding chairs need a layout that works in both sun and rain, with tables placed where food remains protected.
Buy and chill drinks early enough to serve them cold, and allow space for coolers, thermos flasks, kettles or coffee machines. Prepare snacks close to serving time and use covered trays, foil or cling film to protect food.
Print the run sheet and floor plan before the event day, then check game materials, prizes, name tags and serving equipment during setup. Open the venue only after tables, food areas, activity zones and guest information are ready.

Frequently asked questions

How far in advance should I plan a family festival?: Set the date and location at least 6 to 8 weeks ahead, especially if you need reservations, suppliers or permits. Send invitations after the programme and activities are defined, with a registration deadline before final purchasing.
When should I send family festival invitations?: Send them around 4 to 6 weeks before the festival and close registrations about 7 days before the event. That gives you time to confirm numbers, collect dietary requirements and prepare name badges.
How much food and drink should I plan for a family festival?: Use the final guest count rather than the invitation count, and plan roughly 2 to 3 drinks per person for the first hour before adjusting for the event length and weather. Confirm snacks and meal quantities at least 3 to 5 days before shopping.
When should I check the weather for an outdoor family festival?: Check the forecast 72 hours before the festival and again on the morning itself. Make the decision about tents, parasols, indoor areas and activity placement early enough to change the floor plan and notify suppliers.

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.