How to organise a children's afternoon

Start by fixing the guest list, venue and time before choosing activities. Then build a short programme, assign enough adult supervisors and collect dietary needs, permissions and emergency contacts. Prepare activity stations and name labels in advance, while food, drinks and equipment are handled in separate steps. On the day, set up tables, chairs and clear activity areas before children arrive, so the afternoon can start without a queue or last-minute searching.

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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
Send invitations
2 people
2
Process registrations
2 people
3
Collect dietary requirements
4
Reserve the room
5
Create the program
2 people
6
Assign escorts
2 people
7
Check permissions
2 people
8
Collect emergency contacts
2 people
9
Check game materials
2 people
10
Assemble craft kits
3 people
11
Compile the music program
12
Prepare name stickers
13
Make an activity board
14
Print group allocation
15
Buy stock of non-perishables
2 people
16
Clean coolers
2 people
17
Chill drinks
2 people
18
Buy fresh food
2 people
19
Prepare snacks
3 people
20
Bring materials to the venue
3 people
21
Set up tables and chairs
4 people
22
Set up activity corners
4 people
23
Hang decorations
3 people
24
Connect sound equipment
2 people
25
Set Dining Tables
3 people
26
Set up the registration table
2 people
27
Carry out a safety check
2 people

Event

28
Register children
3 people
29
Hand out name stickers
2 people
30
Give welcome briefing
2 people
31
Guide the game round
6 people
32
Serve drinks and fruit
4 people
33
Refill drinks
2 people
34
Guide the craft activity
6 people
35
Set up the buffet
4 people
36
Serve dinner
5 people
37
Supervise outdoor games
6 people
38
Run the kids’ disco
4 people
39
Register parents at pickup
3 people
40
Serve the last drink
3 people
41
Check children and lost property
3 people

Aftercare

42
Collect waste
4 people
43
Wash dishes
3 people
44
Clear tables and chairs
4 people
45
Clean the venue
4 people
46
Switch off equipment
2 people
47
Pack leftover food
2 people
48
Return materials
3 people
49
Clean coolers and crates
2 people
50
Return found items
51
Send thank-you message

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 70
Coat rackqty 2
Waste binsqty 6

Tableware

Reusable platesqty 70
Reusable cupsqty 100
Reusable cutleryqty 80
Coffee cupsqty 20
Soup ladlesqty 4

Kitchen

Serving traysqty 8
Small bowlsqty 12
Cutting boardsqty 3
Kitchen knivesqty 4
Serving spoonsqty 6

Equipment

Coolersqty 4
Kettlesqty 2
Coffee maker
Portable speakerqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Projector
Projection screen

Sports equipment

Footballsqty 4
Conesqty 20
Skipping ropesqty 8
Hoopsqty 10
Soft ballsqty 12
Tug of war rope

Decorations

Balloonsqty 150
Balloon pumpqty 2
Buntingqty 10
Tableclothsqty 8
LED string lightsqty 4

Organization

Name stickersqty 80
Waterproof markersqty 12
Printer paperqty 100
Pensqty 20
Clipboardsqty 4

Crafting

Colored pencilsqty 60
Markersqty 60
Wascoqty 40
Children's brushesqty 30
Paint apronsqty 20
Children's scissorsqty 20
Glue sticksqty 30
Colored paperqty 500
Craft cardboardqty 100
Craft stickersqty 10
Finger paintqty 12
Apronsqty 20

Safety

First aid kit
Flashlightsqty 4

Cleaning

Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Keep the programme to three or four main activity blocks, with 10 to 15 minutes between them for changing groups, washing hands and dealing with delays.
Assign one adult to each activity area and keep one extra supervisor free for toilet trips, minor accidents and children who need a break. Confirm the final roster at least 3 days beforehand.
Prepare name stickers, group lists and the activity board before the event day. Print one spare copy of each list and keep it with the emergency contacts.
Set up food and drink separately from messy crafts and sports. Put cold drinks in clean cool boxes before guests arrive, and prepare at least one clearly labelled option for each recorded dietary need.
Test the portable speaker, microphone, projector and every extension lead during setup, not when the programme starts. Leave 30 minutes for arranging tables, chairs, activity corners and serving areas.

Frequently asked questions

How many adults do I need for a children's afternoon?: Plan for at least one responsible adult per activity area, plus one spare supervisor. Confirm the exact allocation 3 days before the event and review it again when children arrive.
How far in advance should I send invitations for a children's afternoon?: Send invitations 3 to 4 weeks ahead and set the RSVP deadline 7 days before the event. Use the final list to collect dietary needs, permissions and emergency contact details.
How long should a children's afternoon last?: Allow about 2.5 to 3 hours, including a welcome, two or three activity blocks, food and a short closing period. Add 15 minutes between blocks so groups can move without rushing.
When should I prepare the food and drinks?: Buy shelf-stable supplies several days ahead, prepare snacks on the day before when possible, and chill drinks at least 4 hours before guests arrive. Keep fresh food covered and separate from craft materials.

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.