How to organise a children's activities afternoon

Start by fixing the date, venue and number of children, then build the afternoon around a realistic activity schedule. Allow time between stations for moving groups, snacks and unexpected delays. Registrations, dietary requirements and volunteer cover need to be settled before you reserve materials or send final instructions. Finish with a venue layout, labelled supplies and a weather backup so setup does not become a last-minute scramble.

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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
Confirm date and location
2
Create activity schedule
2 people
3
Create a Budget and Shopping List
2 people
4
Recruit volunteers
2 people
5
Send invitations
2 people
6
Process registrations
7
Collect dietary requirements
8
Reserve activities and materials
2 people
9
Prepare parent information
10
Create volunteer schedule
2 people
11
Write game rules and instructions
2 people
12
Check the weather forecast
13
Prepare the indoor program
2 people
14
Check registrations and dietary requirements
15
Share volunteer instructions
16
Do the shopping
3 people
17
Collect materials
2 people
18
Chill refrigerated items
2 people
19
Prepare fruit and vegetables
2 people
20
Assemble prize tables
2 people
21
Prepare name badges
22
Print the program and signage

Event

23
Open venue
2 people
24
Set up tables and chairs
4 people
25
Set up activity stations
5 people
26
Hang decorations
3 people
27
Test sound equipment
28
Set up the food and drink area
3 people
29
Set up the registration table
2 people
30
Carry out a safety check
2 people
31
Welcome volunteers
2 people
32
Brief volunteers
2 people
33
Register children
3 people
34
Welcome parents and children
2 people
35
Lead the creative activity
3 people
36
Supervise the sports and games round
4 people
37
Guide the scavenger hunt
3 people
38
Serve break drinks
3 people
39
Serve snacks
3 people
40
Refill drinks
2 people
41
Check the waste and tables
2 people
42
Guide the dance and music activity
2 people
43
Hand out prizes
2 people
44
Ensure children are picked up safely
3 people
45
Perform final venue check
2 people

Aftercare

46
Collect activity materials
4 people
47
Clear tables and chairs
4 people
48
Wash dishes
3 people
49
Collect and remove waste
3 people
50
Clean the venue
4 people
51
Remove decorations
2 people
52
Return materials
2 people
53
Clear away leftover stock
2 people
54
Handle lost and found

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Foldable tablesqty 3
Tablecloth tablesqty 2
Party tentsqty 2
Picnic blanketsqty 6

Tableware

Reusable cupsqty 80
Platesqty 70
Cutlery setsqty 70
Mugsqty 30
Serving plattersqty 8
Serving tongsqty 6

Decorations

Balloonsqty 100
Balloon arch
Buntingqty 6
Table décorqty 8
Directional signsqty 8
Name badge holdersqty 60

Equipment

Bluetooth speaker
Extension cordsqty 3
Power stripsqty 3
Coolersqty 4
Thermos flasksqty 4
Laminator

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Measuring cupsqty 2
Storage binsqty 10
Ice packsqty 12

Sports equipment

Footballsqty 4
Basketballsqty 3
Soft ballsqty 8
Conesqty 20
Hoopsqty 12
Skipping ropesqty 12
Relay batonsqty 8
Goal postsqty 2
Game parachute
Sidewalk chalkqty 12
Bubble solutionqty 6
Sponge ballsqty 20
Water cupsqty 30
Blindfoldsqty 10
Treasure chest
Plastic hoop ringsqty 20
Course Matsqty 6
Craft table runnersqty 8
Apronsqty 20
Paintbrushesqty 40
Colored pencilsqty 60
Markersqty 60
Children's scissors setsqty 20
Glue sticksqty 20
Craft binsqty 10
Board gamesqty 8
Trophiesqty 20
Medal ribbonsqty 30

Cleaning

Waste binsqty 8
Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Hand soap dispensersqty 3

Lighting

String lightsqty 3
Battery lanternsqty 4

Catering

Groceries

Tips

Set the activity schedule before buying materials. Group children by age or registration group and leave at least 10 minutes between activities for moving, explanations and toilet breaks.
Recruit volunteers early and assign each person a specific station, arrival time and backup task. Prepare enough cover that one absent volunteer does not leave a station unattended.
Ask for dietary requirements when registrations open, then check the answers again before shopping and serving food. Prepare fruit and vegetables in advance, but keep refrigerated items chilled until needed.
Prepare both outdoor and indoor versions of the programme when activities depend on the weather. Check the forecast the day before and decide by a set time whether tents, tables or indoor stations are needed.
Pack materials by activity in labelled storage bins and print the programme, signs and game instructions before the event day. During setup, place tables, chairs, power supplies and activity stations in position before children arrive.

Frequently asked questions

How far in advance should I organise a children's activities afternoon?: Start planning 4 to 6 weeks ahead. Confirm the date and venue first, recruit volunteers and open registrations next, then reserve activities and materials at least 2 weeks before the afternoon.
How many volunteers do I need for a children's activities afternoon?: Plan for at least one responsible adult per activity station, plus one floating volunteer for arrivals, breaks and problems. For five stations, that usually means six volunteers, with extra cover if groups are large or children are young.
When should I send invitations for a children's activities afternoon?: Send invitations 3 to 4 weeks before the event and set the registration deadline about 10 days beforehand. This leaves time to check attendance, dietary requirements, activity groups and volunteer cover.
What should I do if the children's activities afternoon is outdoors and it rains?: Make the indoor programme before invitations go out, not after the forecast changes. Check the weather 24 hours ahead and make the final decision at least 6 hours before setup so tables, signs and materials can be rearranged.

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