Holiday Game Week Checklist

A holiday game week needs more than activities and enthusiasm. You have to confirm the venue, build a daily programme, register children, group participants and schedule enough volunteers before the first day. Food, drinks, sports equipment and weather plans also need checking in advance. Use this checklist to work through the planning in order, then prepare each day with printed schedules, name badges, activity materials and a clear registration table.

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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 date and location
2 people
Arrange permits and notifications
Develop the daily program
3 people
Recruit volunteers
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Assign participant groups
3 people
Create the volunteer schedule
2 people
Order activity materials
2 people
Order food and drinks
2 people
Check the weather forecast
Do the shopping
3 people
Check materials
3 people
Prepare name badges
2 people
Print the schedule and map
Set up tables and chairs
6 people
Prepare materials per activity
5 people
Hang decorations
4 people
Set up the reception table
2 people
Set out first aid and safety equipment
2 people
Set up registration and attendance list
2 people

Event

Welcome volunteers
3 people
Give the daily briefing
3 people
Register children
4 people
Hand out name badges
2 people
Lead the welcome game
5 people
Lead the craft morning
8 people
Refill drinks
2 people
Set up the lunch buffet
4 people
Serve lunch
6 people
Guide sports games
8 people
Lead the end-of-day wrap-up
4 people
Welcome volunteers
3 people
Give the daily briefing
3 people
Register children
4 people
Explain the scavenger hunt
5 people
Guide the scavenger hunt
10 people
Hand out fruit and drinks
3 people
Set up the lunch buffet
4 people
Serve lunch
6 people
Supervise water activities
8 people
Refill drinks
2 people
Lead the end-of-day wrap-up
4 people
Welcome volunteers
3 people
Give the daily briefing
3 people
Register children
4 people
Lead the music and dance game
6 people
Distribute snack breaks
3 people
Lead theatre workshops
8 people
Set up the lunch buffet
4 people
Serve lunch
6 people
Guide the stage performances
8 people
Refill drinks
2 people
Lead the end-of-day wrap-up
4 people
Welcome volunteers
3 people
Give the daily briefing
3 people
Register children
4 people
Distribute building materials
4 people
Supervise construction activities
10 people
Serve break drinks
3 people
Set up the lunch buffet
4 people
Serve lunch
6 people
Supervise carnival games
10 people
Refill drinks
2 people
Lead the end-of-day wrap-up
4 people
Welcome volunteers
3 people
Give the daily briefing
3 people
Register children
4 people
Lead the final games
10 people
Distribute snack breaks
3 people
Set up the lunch buffet
4 people
Serve lunch
6 people
Prepare awards ceremony
3 people
Handle prize ceremony
5 people
Support the closing party
10 people
Refill drinks
2 people
Safely hand over children
5 people

Aftercare

Clean up the day venue
6 people
Collect and sort waste
3 people
Store materials dry and safely
3 people
Rinse materials clean
4 people
Collect and sort waste
3 people
Clear the stage area
5 people
Clear away construction and play materials
6 people
Clear the venue completely
8 people
Wash dishes and supplies
5 people
Dispose of waste
3 people
Clean the venue
5 people
Inventory materials
3 people
Return borrowed materials
3 people
Store leftover stock
2 people
Return lost property
2 people
Send thank-you messages
2 people

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 12
Chairsqty 80
Beer tablesqty 6
Buffet tablesqty 4
Storage cratesqty 20

Tableware

Reusable cupsqty 220
Platesqty 220
Cutlery setsqty 220
Serving plattersqty 12
Serving tongsqty 8
Thermos flasksqty 6

Decorations

Buntingqty 12
Balloonsqty 150
Balloon pumpqty 3
Tableclothsqty 12
Name badgesqty 200
Directional signsqty 12
Prize ribbonsqty 40

Equipment

Portable speakersqty 2
Microphoneqty 2
Extension cordsqty 6
Power stripsqty 6
Coolersqty 6
Water jerry cansqty 6
Megaphone

Sports equipment

Footballsqty 8
Basketballsqty 4
Volleyballqty 4
Conesqty 40
Hoopsqty 20
Skipping ropesqty 20
Relay batonsqty 12
Water balloonsqty 500
Sponge ballsqty 30
Badminton setsqty 6
Dragnet
Game matsqty 8

Crafting

Apronsqty 30
Children's scissors setsqty 40
Paintbrushesqty 50
Mixing bowlsqty 30
Craft tableclothsqty 12
Cardboard sheetsqty 200
Glue gunsqty 8
Glue sticksqty 100
Permanent markersqty 40

Scavenger hunt

Scavenger hunt cardsqty 40
Route arrowsqty 30
Stamp setsqty 12
Magnifying glassesqty 20

Safety

First aid kitsqty 2
Safety vestsqty 20
Flashlightsqty 6
Sunscreen dispensersqty 4
Barrier tapeqty 4

Cleaning

Waste binsqty 10
Dustpan and brushqty 4
Broomsqty 4
Mopsqty 6
Bucketsqty 6
Hand soap dispensersqty 6

Catering

Groceries

Tips

Set the date, location and daily programme before sending invitations. Aim to have the core schedule ready at least 4 weeks ahead so registrations, group assignments and volunteer shifts can be organised properly.
Close registrations early enough to collect dietary requirements and assign participant groups. A deadline 7–10 days before the week starts gives you time to print attendance lists and prepare name badges.
Order activity materials, food and drinks after you know the expected attendance. Check every box of materials again 1–2 days before the event, including balls, cones, reusable cups, coolers and water containers.
Create the volunteer schedule for every day and give volunteers a short briefing before registration begins. Include who welcomes children, who manages each activity and who handles first aid or safety equipment.
Prepare the venue before the first group arrives: set out tables and chairs, mark the reception point, hang directional signs and place the printed schedule and map where families can see them. Check extension cords, speakers and weather protection before using them outdoors.

Frequently asked questions

How far in advance should I plan a holiday game week?: Start 4–6 weeks before the first day. Confirm the date and location first, then arrange permits or notifications, recruit volunteers and send invitations before finalising groups and supplies.
When should holiday game week registrations close?: Close registrations about 7–10 days before the event. This leaves time to process attendance, collect dietary requirements, assign groups and prepare name badges and daily lists.
How many volunteers do I need for a holiday game week?: Base the number on your activity groups and supervision rules, but schedule at least one named volunteer for each activity area plus someone for reception and coordination. Finalise the rota at least 1 week before the start.
When should I check the equipment and venue setup?: Check materials and safety equipment 1–2 days before the week begins, then complete the physical setup before each daily registration period. Recheck outdoor equipment after changes in the weather.

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