How to organise a children's afternoon

Start by fixing the date, programme and location before buying anything. Then work backwards from the arrival time: invite families, collect registrations and dietary needs, assign child supervisors, and prepare the games and food. On the day, allow time to set up tables, chairs, activity stations, music, refreshments and a registration table before children arrive. The details people often leave too late are weather checks, equipment collection, cold drinks and a final safety check.

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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
Reserve venue
3
Check permits
4
Draft invitations
2 people
5
Send invitations
2 people
6
Process registrations
7
Collect dietary requirements
8
Assign child supervisors
2 people
9
Prepare the game schedule
2 people
10
Create a music playlist
11
Check the weather forecast
12
Do the shopping
2 people
13
Collect materials
2 people
14
Prepare food
3 people
15
Chill drinks
2 people
16
Open venue
2 people
17
Set up tables and chairs
4 people
18
Set out game materials
3 people
19
Hang decorations
3 people
20
Connect the music
2 people
21
Set up the buffet and drinks station
3 people
22
Set up registration desk
2 people
23
Conduct a safety check
2 people

Event

24
Welcome children
3 people
25
Register attendance
2 people
26
Explain the rules
2 people
27
Supervise game activities
6 people
28
Refill drinks
2 people
29
Serve snacks
3 people
30
Lead the creative activity
4 people
31
Supervise the play area
4 people
32
Hand out prizes
2 people
33
Escort children on departure
3 people

Aftercare

34
Collect waste
3 people
35
Wash dishes and supplies
3 people
36
Clear tables and chairs
4 people
37
Clean the venue
3 people
38
Pack decorations and game materials
3 people
39
Disconnect sound and lighting
2 people
40
Return borrowed items
2 people
41
Return lost and found items

What to bring

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

Furniture

Tablesqty 6
Chairsqty 45
Buffet tablesqty 2
Waste binsqty 4

Tableware

Reusable cupsqty 60
Platesqty 60
Cutlery setsqty 60
Pitchersqty 4
Serving plattersqty 8

Kitchen

Cutting boardsqty 3
Kitchen knivesqty 3
Serving spoonsqty 6
Coolersqty 3

Equipment

Portable speaker
Extension cordsqty 3
Power stripsqty 3
Microphone

Sports equipment

Footballsqty 3
Soft ballsqty 10
Hoopsqty 8
Skipping ropesqty 8
Conesqty 20
Sidewalk chalkqty 3
Parachute cloth

Decorations

Balloonsqty 100
Buntingqty 8
Tableclothsqty 6
Coloring pagesqty 60
Markersqty 12
Colored pencilsqty 12
Tapeqty 4
Scissorsqty 6
Prize bagsqty 45

Lighting

LED lampsqty 4

Cleaning

Bucketsqty 2
Mopsqty 2
Broomsqty 2
Hand broomsqty 2
Hand soap dispensersqty 3
First aid kit

Catering

Groceries

Tips

Set the programme before sending invitations. Include arrival and collection times, activity blocks, food timing and a wet-weather alternative so families know exactly what to expect.
Ask for registrations and dietary requirements by a fixed deadline, ideally at least 7 days before the afternoon. Use the final numbers to plan food, seating, cups and supervision.
Give each activity a defined area and prepare it before opening the doors. Keep balls, hoops, skipping ropes, cones, chalk and craft materials grouped by activity rather than in one mixed box.
Assign named adults to supervision and arrival duties before the day. Keep the registration table ready at the entrance, with the attendance list and a clear process for recording who has arrived.
Work backwards from the first arrival and reserve setup time for furniture, decorations, food and sound. Check extension leads, power strips and the speaker before children arrive, then complete a walk-through for trip hazards and unsafe equipment.

Frequently asked questions

How far in advance should I plan a children's afternoon?: Fix the date, programme and location at least 4 weeks ahead. Send invitations early enough to collect replies, dietary information and any supervision details before final preparation begins.
How many activities do I need for a children's afternoon?: Plan one main activity block for every 30 to 45 minutes, plus a quiet option such as colouring. For a three-hour afternoon, prepare about four to six activity choices so children can switch without long waits.
When should I send invitations for a children's afternoon?: Send them around 3 to 4 weeks before the event and set an RSVP deadline 7 days before it. That leaves time to confirm numbers, food, drinks, seating and adult supervision.
How early should I arrive to set up a children's afternoon?: Allow at least 90 minutes before the first children arrive. Use that time to place tables and chairs, set up games and crafts, arrange the buffet and drinks, test the music and complete a safety check.

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.