Family Games Day checklist: what to arrange and when

A Family Games Day needs more than a selection of games. You need a venue layout, a clear schedule, enough equipment for several stations, and a simple way to register participants and record scores. Start with the venue and program, then confirm dietary requirements and check every ball, rope, hoop, stopwatch and scoreboard before the day. On the final setup day, focus on chilled drinks, ready-to-use game stations, printed rules and a reception table that keeps arrivals moving.

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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
Create the program and game schedule
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Update participant list
Write out the game rules
2 people
Arrange game stations
2 people
Order catering
Do the shopping
2 people
Check game materials
2 people
Print game rules
Set out the prizes and scorecards
2 people
Chill drinks
2 people
Prepare snacks
3 people
Prepare sandwiches
3 people
Open venue
2 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up game stations
4 people
Set up the buffet and drinks station
3 people
Hang decorations
2 people
Test sound system
Set up the reception table
2 people

Event

Receive participants
3 people
Explain the program
Lead the game rounds
6 people
Refill drinks
2 people
Serve snacks
3 people
Record interim results
2 people
Supervise free games
4 people
Open the dinner buffet
3 people
Restock plates and cutlery
2 people
Guide the final game round
4 people
Announce the winners
See off guests and manage departure
3 people

Aftercare

Collect waste
3 people
Sort game equipment
3 people
Clean up the buffet and kitchen
3 people
Take down tables and chairs
4 people
Take down party tents
4 people
Clean the venue
4 people
Wash dishes
3 people
Switch off equipment
Return borrowed items
2 people
Distribute leftover food
2 people
Collect lost property

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 60
Buffet tablesqty 3
High tablesqty 4
Stoolsqty 12

Sports equipment

Footballsqty 3
Basketballsqty 2
Tennis ballsqty 12
Soft ballsqty 8
Hoopsqty 8
Skipping ropesqty 8
Conesqty 30
Relay batonsqty 8
Water cups for the gameqty 20
Tug of war rope
Cornhole setqty 2
Ring toss setqty 2
Giant four-in-a-row
Board gamesqty 10
Playing cardsqty 6
Stopwatchesqty 4
Scoreboardsqty 6
Chalkqty 12
Measuring tapesqty 3

Tableware

Reusable drinking glassesqty 80
Platesqty 70
Cutlery setsqty 70
Coffee cupsqty 50

Kitchen

Coolersqty 4
Food warmersqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Serving spoonsqty 8

Equipment

Portable speaker
Microphone
Extension cordsqty 4
Power stripsqty 4

Lighting

String lightsqty 6
Battery lanternsqty 6

Decorations

Tableclothsqty 8
Buntingqty 6
Balloonsqty 100
Name stickersqty 70
Prize ribbonsqty 12
Wayfinding signsqty 8

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Mop setsqty 2
Bucketsqty 3
Hand sanitizer stationsqty 3

Safety

First aid kitsqty 2
Barrier tapeqty 2
Flashlightsqty 4

Catering

Groceries

Tips

Set the program before sending invitations. Allow time between rounds to move families between stations, explain rules and record scores; a schedule with no buffer will usually run late after the first game.
Confirm dietary requirements when processing registrations, not when ordering catering. Keep the final participant list with the reception team and use it to check quantities for sandwiches, snacks, plates and reusable drinking glasses.
Test each game station with the exact equipment you will use. Check balls for inflation, count cones and relay batons, inspect the tug-of-war rope, and test stopwatches before participants arrive.
Print one copy of every game rule for each station and keep an extra set at reception. Put scoreboards, scorecards, chalk and measuring tapes where the person running each game can reach them without leaving the station.
Finish the drinks and buffet setup before opening the venue. Chill drinks in coolers, fill the water cups for the games, and leave a clear route from the reception table to the tables, chairs and party tents.

Frequently asked questions

How far in advance should I organize a Family Games Day?: Reserve the venue and set the program at least 4 to 6 weeks ahead. Send invitations after the schedule and registration details are ready, so you can collect dietary requirements and update the participant list before ordering catering.
How many game stations do I need for a Family Games Day?: Plan one station for each activity running at the same time, then group participants into teams that rotate. For example, six simultaneous stations need six complete sets of the relevant equipment, plus a small buffer for damaged or missing items.
What should I prepare the day before a Family Games Day?: Check all 55 planned items against the equipment list, print the rules, prepare sandwiches and snacks where appropriate, and chill the drinks. Also place prizes and scorecards together so they are ready before the venue opens.
How early should I arrive to set up a Family Games Day?: Allow at least 2 to 3 hours before participant arrival for tents, tables, chairs, buffet and game stations. Add extra time if the sound system needs testing or if the venue requires you to build the layout from scratch.

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.