How to organise a care home family day

A care home family day needs more than a date, food and a few activities. Start by fixing the programme and checking how residents, relatives and children will move between rooms, rest areas and outdoor spaces. Then collect sign-ups, dietary requirements and accessibility needs before ordering catering or reserving seating. The final week is for confirming numbers, printing allergen and attendance lists, checking supplies and setting up a layout that works for wheelchairs, walking aids and family groups.

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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

1
Set the date and program
2 people
2
Check venue rooms
2 people
3
Draft invitations
2 people
4
Send invitations
2 people
5
Register sign-ups
2 people
6
Collect dietary requirements
2 people
7
Collect accessibility needs
2 people
8
Create final guest list
2 people
9
Calculate catering quantities
2 people
10
Confirm table reservation
11
Confirm seat reservations
12
Reserve party tents
13
Reserve game equipment
14
Create a music playlist
15
Choose children's activities
2 people
16
Set up the rest area
2 people
17
Create floor plan
18
Create menus
19
Make name badges
2 people
20
Make route signs
2 people
21
Print the allergen list
22
Print attendance list
23
Do the shopping
3 people
24
Check shelf-stable groceries
2 people
25
Buy fresh products
2 people
26
Chill drinks
2 people
27
Prepare snacks
4 people
28
Wash and cut vegetables
3 people
29
Wash and portion fruit
2 people
30
Chill desserts
2 people
31
Set aside allergen meals
2 people
32
Stock the coffee and tea station
2 people
33
Set out tableware
2 people
34
Sort decorations
2 people
35
Sort game equipment
2 people
36
Check the weather forecast
37
Open venue
2 people
38
Ventilate the rooms
2 people
39
Build party tents
4 people
40
Set up tables
4 people
41
Set up chairs
4 people
42
Set up buffet tables
3 people
43
Hang decorations
3 people
44
Place route signs
2 people
45
Set up game corners
3 people
46
Set up rest area
2 people
47
Connect the music
2 people
48
Test sound level
2 people
49
Set out buffet dishes
4 people
50
Set out coffee and tea
2 people
51
Set up the reception desk
2 people
52
Brief volunteers
2 people

Event

53
Welcome guests
4 people
54
Register attendance
2 people
55
Hand out name badges
2 people
56
Serve welcome drinks
3 people
57
Supervise game activities
5 people
58
Serve snacks
3 people
59
Refill drinks
2 people
60
Refill coffee and tea
2 people
61
Supervise the photo corner
2 people
62
Open the buffet
2 people
63
Restock buffet dishes
3 people
64
Serve allergen-free meals
2 people
65
Serve desserts
3 people
66
Provide music
67
Keep the Quiet Room Available
68
Empty trash bins
2 people
69
Say goodbye to guests
3 people

Aftercare

70
Pack leftovers safely
3 people
71
Collect tableware
3 people
72
Clear tables and chairs
4 people
73
Clean up game materials
3 people
74
Remove decorations
3 people
75
Take down party tents
4 people
76
Wash dishes
3 people
77
Clean the kitchen
3 people
78
Clean the rooms
4 people
79
Collect waste
2 people
80
Return borrowed materials
2 people
81
Store leftover groceries
2 people
82
Collect lost property
83
Check the venue
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 10
Folding chairsqty 90
Buffet tablesqty 4
Bar stoolsqty 6
Lounge sofasqty 2
Side tablesqty 4
Dressing tablesqty 2
Clothes racksqty 2

Tableware

Reusable platesqty 100
Reusable bowlsqty 100
Reusable glassesqty 120
Coffee cupsqty 80
Tea glassesqty 40
Knivesqty 100
Forksqty 100
Spoonsqty 100
Teaspoonsqty 60
Serving spoonsqty 12
Serving tongsqty 8
Small bowlsqty 20
Serving plattersqty 12
Coffee potsqty 4
Thermos flasksqty 6
Water jugsqty 8
Ice spoonsqty 4

Decorations

Tableclothsqty 10
Balloon garlandsqty 6
Balloonsqty 100
Buntingqty 8
Paper fansqty 12
Flower arrangementsqty 8
Photo framesqty 4
Name badgesqty 100
Table numbersqty 10
Directional signsqty 12
Balloon pumpqty 2
Rope rollsqty 4
Painter's tapeqty 6

Equipment

Bluetooth speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Food warmersqty 4
Coffee machinesqty 2
Kettlesqty 2
Induction hobsqty 2
Camera

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 8
Measuring cupsqty 4
Baking traysqty 4
Baking dishesqty 6
Cooler elementsqty 20
Aluminum foil dispensersqty 2

Sports equipment

Softballsqty 6
Frisbeesqty 6
Hoopsqty 8
Conesqty 20
Skipping ropesqty 6
Boccia setsqty 2
Giant four-in-a-row
Coloring pagesqty 100
Colored pencilsqty 20
Board gamesqty 8

Lighting

String lightsqty 6
LED lanternsqty 8
Tealight holdersqty 20

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Bucketsqty 4
Waste binsqty 8
Hand sanitizer pumpsqty 6
Toilet brushesqty 4
Rubber glovesqty 12

Catering

Groceries

Tips

Set the date and programme first, then check every available room and outdoor area against the activities you want to run. Allow at least 30 minutes between the planned arrival time and the first group activity for late arrivals and assisted movement.
Send invitations with a clear reply deadline, ideally 2–3 weeks before the event. Ask each household for its number of adults and children, dietary requirements and accessibility needs in the same response.
Calculate catering from the final guest list rather than early estimates, and keep resident portions separate if required. Confirm the table and seat reservations at least 7 days beforehand, including space for wheelchairs and walking aids.
Plan a quiet rest area as part of the floor plan, not as an afterthought. Place lounge seating and side tables away from the busiest route, and check that signs, buffet tables and activity equipment do not narrow access.
Do the shopping in two stages: check shelf-stable groceries and serving items first, then buy fresh products close to the event. Print the attendance list, menus and allergen list before setup, and prepare name badges and route signs so staff are not making them during arrivals.

Frequently asked questions

How far in advance should I send care home family day invitations?: Send invitations 3–4 weeks before the event and set the reply deadline 2–3 weeks beforehand. This gives you time to register sign-ups, follow up missing replies and collect dietary or accessibility information.
When should I confirm catering quantities for a care home family day?: Calculate quantities once the guest list closes, usually 7–10 days before the event. Recheck the total 2–3 days before the day, especially if residents’ family groups or children’s numbers have changed.
How do I make a care home family day accessible?: Check accessibility needs when guests sign up, not on the event morning. Complete the floor plan at least 7 days in advance, leaving clear routes between entrances, seating, toilets, the rest area and activity spaces.
What should I prepare in the final week before a care home family day?: Confirm rooms, reservations, tents and game equipment 7 days before the event. In the final 2–3 days, buy fresh products, print the attendance and allergen lists, finish name badges and check that the required tableware is ready.

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.