How to organise a children’s club afternoon

Start by fixing the date, times and room before planning games or crafts. Then manage registrations, collect dietary requirements and check parent contact details so you know exactly who is attending. Build a timed programme with short activities, welcome songs and breaks, and prepare the room around that schedule. The usual problems are late invitations, unclear game rules and too little time for setting up craft tables and refreshments.

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
Record date and times
2
Reserve a room
3
Create invitations
2 people
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Check parent contacts
2 people
8
Develop the activity program
3 people
9
Write out the game rules
2 people
10
Check the shopping list
2 people
11
Do the shopping
2 people
12
Gather supplies
3 people
13
Prepare materials
3 people
14
Set up tables
3 people
15
Set out chairs
3 people
16
Set up the reception table
2 people
17
Hang decorations
2 people
18
Prepare craft tables
3 people
19
Set out game materials
3 people
20
Chill drinks
2 people
21
Prepare coffee and tea
2 people
22
Brief volunteers
2 people

Event

23
Register children
3 people
24
Lead the welcome game
3 people
25
Lead children's songs
3 people
26
Tell a Bible story
2 people
27
Guide the craft activity
5 people
28
Serve drinks and snacks
3 people
29
Refill drinks
2 people
30
Supervise outdoor game
5 people
31
Lead closing prayer
2 people
32
Hand children over to their parents
3 people

Aftercare

33
Pack leftover food
2 people
34
Sort craft materials
2 people
35
Clear tables and chairs
4 people
36
Wash dishes
2 people
37
Collect waste
2 people
38
Clean the room
3 people
39
Check toilets
40
Remove decorations
2 people
41
Return materials
3 people
42
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 6
Children's chairsqty 30
Adult chairsqty 8
Reception desk

Tableware

Reusable cupsqty 40
Platesqty 40
Bowlsqty 30
Cutlery setsqty 40
Water jugsqty 4

Kitchen

Coffee maker
Kettleqty 2
Thermos flasksqty 3
Cutting boardsqty 2
Kitchen knivesqty 3
Serving plattersqty 6
Serving spoonsqty 6

Decorations

Balloonsqty 40
Buntingqty 6
Tableclothsqty 6
Name stickersqty 40

Equipment

Bluetooth speaker
Microphone
Extension cordsqty 3
Power stripsqty 3

Craft supplies

Colored paperqty 5
White paperqty 3
Colored pencilsqty 10
Markersqty 10
Wascoqty 8
Scissorsqty 15
Glue sticksqty 15
Children's apronsqty 15

Game materials

Soft ballsqty 6
Hoopsqty 8
Conesqty 20
Tug of war rope
Skipping ropesqty 10
Conesqty 12

Presentation

Children’s Biblesqty 10
Flip chart
Markersqty 4

Safety

Floor marking tapeqty 2
Flashlightsqty 2

Cleaning

Broomqty 2
Floor squeegee
Bucketqty 2
Cleaning clothsqty 8
Waste binsqty 4

Catering

Groceries

Tips

Send invitations early enough to process registrations and follow up with families who have not replied. Set a clear registration deadline, then use the final list to check parent contacts and dietary requirements.
Plan the afternoon in blocks of 15 to 30 minutes. Leave at least 20 minutes before arrival for the reception table, name stickers, chairs, tables and activity materials to be ready.
Write the rules for every game in a few simple steps before the day. A volunteer should be able to read them quickly and lead the activity without stopping to invent instructions.
Prepare craft materials in separate sets for each table rather than placing everything in one box. Put out paper, colouring materials and scissors before children arrive, and keep spare supplies nearby.
Brief volunteers before registration begins, including who welcomes children, who leads songs and who supervises crafts. Chill drinks and set up coffee, tea, cups and serving items before the main programme starts, not during the first activity.

Frequently asked questions

How far in advance should I invite children to a club afternoon?: Send invitations at least 3 weeks before the event, with a registration deadline around 7 days before it. Use the final replies to confirm numbers, dietary requirements and parent contact details.
How long should a children’s club afternoon last?: Allow about 2 to 3 hours, depending on the children’s age and the number of activities. Use activity blocks of 15 to 30 minutes, with short transitions so children do not lose focus.
How much setup time do I need before the children arrive?: Plan at least 45 minutes for tables, chairs, decorations, the reception table, craft materials and game equipment. Add extra time if volunteers still need briefing or drinks and refreshments need preparing.
How many volunteers are needed for a children’s club afternoon?: For a small group, plan at least 1 adult for every 8 to 10 children, plus one person at reception during arrival. Add another volunteer if crafts, games and refreshments run at the same time.

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.