How to organise a summer party in a care facility

Start by fixing the date, programme and guest limit before ordering anything. For this summer party, the practical work is as important as the decorations: check accessibility, collect dietary requirements and plan support for residents and family members. Work backwards from the event day so invitations, registrations, catering and equipment are ready on time. Keep a weather backup in place, especially when party tents, outdoor tables and lighting are part of the plan.

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

1
Set the date and program
2 people
2
Invite residents and family
2 people
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Check accessibility
2 people
7
Reserve extra chairs
8
Reserve party tents
9
Prepare music and playlist
10
Check game materials
2 people
11
Check the weather forecast
12
Create final guest list
13
Print the dietary overview
14
Do the shopping
3 people
15
Check refrigerated products
2 people
16
Sort decorations
2 people
17
Set out games and prizes
2 people
18
Assign resident support
2 people
19
Lay out clothing and name badges
20
Set up tables and chairs
4 people
21
Build party tents
4 people
22
Set the tables
3 people
23
Hang decorations
3 people
24
Install lighting and cables
2 people
25
Set up sound equipment
2 people
26
Clear safe walkways
2 people
27
Set up game stations
3 people
28
Chill drinks
2 people
29
Prepare coffee and tea
2 people
30
Prepare snacks
4 people
31
Set up buffet
3 people
32
Set aside diet meals separately
2 people
33
Set out name badges
34
Set up the welcome desk
2 people
35
Check toilets
36
Test sound system
2 people

Event

37
Welcome guests
4 people
38
Guide residents to seating
5 people
39
Hand out welcome drinks
3 people
40
Give the opening speech
41
Serve coffee and tea
3 people
42
Serve snacks
4 people
43
Refill drinks
2 people
44
Operate the music
45
Guide the photo moment
2 people
46
Lead bingo
2 people
47
Hand out bingo prizes
48
Keep wheelchair spaces clear
2 people
49
Keep the Quiet Room Available
50
Operate the barbecue safely
3 people
51
Refill barbecue buffet
3 people
52
Serve salads and bread
3 people
53
Serve diet meals
2 people
54
Clear tables during the event
3 people
55
Serve dessert
3 people
56
Guide dance and music
2 people
57
See off guests and manage departure
4 people
58
Collect lost property

Aftercare

59
Cool leftovers safely
2 people
60
Take down the buffet
3 people
61
Collect tableware
3 people
62
Sort waste
2 people
63
Clear tables and chairs
4 people
64
Take down party tents
4 people
65
Remove decorations
2 people
66
Wash dishes
3 people
67
Clean floors and patios
3 people
68
Clean the restrooms
2 people
69
Clean coolers and equipment
2 people
70
Store game equipment
2 people
71
Return borrowed items
2 people
72
Store leftover stock

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Chairsqty 75
Wheelchair tablesqty 4
Bar stoolsqty 4
Buffet tablesqty 3
Relaxation room armchairsqty 4

Tableware

Dinner platesqty 80
Dessert platesqty 80
Drinking glassesqty 100
Coffee cupsqty 80
Mugsqty 30
Knivesqty 80
Forksqty 80
Spoonsqty 80
Serving spoonsqty 12
Small bowlsqty 20
Serving bowlsqty 12
Serving traysqty 8

Catering

Groceries

Decorations

Balloonsqty 100
Balloon archesqty 2
Buntingqty 8
Tableclothsqty 12
Table runnersqty 8
Flower arrangementsqty 8
Lanternsqty 12
Name badgesqty 80
Photo backdrop
Photo propsqty 20

Equipment

Bluetooth speakerqty 2
Microphoneqty 2
Microphone stand
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Barbecuesqty 2
Party tent weightsqty 8

Lighting

String lightsqty 6
LED lampsqty 8
Battery lanternsqty 6

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 8
Measuring cupsqty 3
Pliersqty 8
Barbecue tongsqty 4
Ice packsqty 20
Serving spoonsqty 10

Sports equipment

Bingo cardsqty 100
Bingo cage
Bingo ballsqty 90
Ring toss set
Sjoelbak
Soft ballsqty 12
Conesqty 10
Bingo prizesqty 20

Cleaning

Broomqty 3
Litter pickersqty 2
Bucketsqty 4
Mopsqty 4
Cleaning clothsqty 20
Waste binsqty 6
Hand sanitizer holdersqty 6
Hand soap dispensersqty 4

Tips

Set the date and programme at least 6 weeks ahead, then send invitations with a clear registration deadline. Use the final guest list to decide how many chairs, wheelchair tables, buffet places and place settings are needed.
Close registrations 10 to 14 days before the party. Print the dietary overview after the deadline and give the kitchen or catering team a final copy rather than relying on last-minute messages.
Check accessibility before arranging the room: leave clear routes for wheelchairs, reserve suitable tables and keep a relaxation room with armchairs available. Assign resident support by name at least 3 days before the event.
Check the weather forecast 5 to 7 days before the party and confirm the tent plan. Build tents, arrange tables and test lighting and cables before guests arrive, not during the first part of the programme.
Prepare the final setup the day before: sort decorations, name badges, games, prizes and tableware, and check refrigerated products on the event morning. Test the playlist and sound equipment for at least 30 minutes before the first guests arrive.

Frequently asked questions

How far in advance should we plan a care facility summer party?: Fix the date and programme at least 6 weeks ahead. Send invitations soon after, close registrations 10 to 14 days before the event and finalise catering and support assignments during the last week.
How many chairs and tables do we need for a care facility party?: Base the order on the final guest list, including residents, family members and staff. Add at least 10% spare chairs, and reserve wheelchair tables separately rather than trying to adapt the layout on the day.
When should we collect dietary requirements for the summer party?: Ask for dietary requirements with the invitation and set a response deadline 10 to 14 days before the party. Print the final dietary overview after registrations close and check it against the catering order.
What should we do if it rains during the care facility summer party?: Confirm the party tent setup 5 to 7 days before the event and keep an indoor layout ready. Test lighting, cables and sound equipment in the alternative space at least 1 day beforehand.

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.

Organize this event for free with Lizzt

Organize for free and invite your contacts!