How to organise a children's festival

Start by fixing the date, venue and age group before choosing activities. Build the programme around the available space, then assign supervisors and collect registrations, dietary requirements and consent forms. A children’s festival needs more than activities: plan shade, clear directions, name badges, food service and a wet-weather option. Finish with a timed run sheet, a final participant list and an equipment check so setup does not compete with welcoming families.

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
Confirm date and location
2 people
2
Compile program
2 people
3
Select activities
2 people
4
Design invitations
5
Send invitations
2 people
6
Process registrations
2 people
7
Collect dietary requirements
8
Check contact details
9
Make reservations
2 people
10
Assign activity supervisors
2 people
11
Prepare consent forms
12
Create floor plan
2 people
13
Print the run sheet
14
Check the weather forecast
15
Create final participant list
16
Label diet meals
2 people
17
Do the shopping
3 people
18
Check materials
2 people
19
Set out activity packs
3 people
20
Prepare food
4 people
21
Fill coolers
2 people
22
Make name stickers
2 people
23
Open venue
2 people
24
Set up tables
4 people
25
Set out chairs
3 people
26
Build party tents
4 people
27
Set up the reception desk
2 people
28
Hang decorations
3 people
29
Set up activity stations
6 people
30
Prepare game materials
4 people
31
Set up craft tables
3 people
32
Test sound equipment
2 people
33
Hang lighting
3 people
34
Tape down power cables
2 people
35
Display food and drinks
4 people
36
Check toilets
2 people
37
Place waste stations
2 people
38
Prepare first aid supplies
39
Give briefing to supervisors
3 people

Event

40
Staff the registration desk
2 people
41
Welcome visitors
3 people
42
Hand out name stickers
2 people
43
Explain the program
2 people
44
Guide the craft activity
4 people
45
Oversee face painting
3 people
46
Guide the scavenger hunt
4 people
47
Supervise outdoor games
4 people
48
Supervise jump rope station
2 people
49
Make balloon figures
2 people
50
Serve drinks
3 people
51
Refill drinks
2 people
52
Serve snacks
3 people
53
Serve the meal
5 people
54
Serve diet meals
2 people
55
Clear tables
3 people
56
Run the kids’ disco
3 people
57
Operate the music
58
Announce the final round
59
Wave goodbye to visitors
3 people
60
Collect lost property
2 people

Aftercare

61
Collect activity materials
4 people
62
Remove decorations
3 people
63
Clear tables and chairs
4 people
64
Take down party tents
4 people
65
Collect waste
3 people
66
Wash dishes
3 people
67
Clean the kitchen
2 people
68
Clean the restrooms
2 people
69
Leave venue clean
4 people
70
Switch off equipment
2 people
71
Sort materials
3 people
72
Check stock
73
Return rental items
2 people
74
Store leftover food
2 people
75
Keep lost and found items

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 60
Beer tablesqty 4
Counter table
Blanketsqty 8

Tableware

Reusable cupsqty 150
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Pouring jugsqty 8
Coffee cupsqty 30

Decorations

Buntingqty 10
Balloonsqty 150
Balloon pumpqty 2
Table décorqty 12
Directional signsqty 12
Name badgesqty 150
Markersqty 20
Tapeqty 8

Equipment

Portable speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 4
Coolersqty 4
Coffee maker
Water dispensersqty 3
Thermos flasksqty 4
Hot platesqty 2
Bluetooth music player

Sports equipment

Footballsqty 6
Conesqty 30
Hoopsqty 12
Skipping ropesqty 12
Soft ballsqty 12
Ring toss setsqty 3
Relay batonsqty 12
Sidewalk chalkqty 12

Craft supplies

Craft paperqty 500
Colored pencilsqty 60
Markersqty 60
Scissorsqty 30
Glue sticksqty 40
Paint setsqty 12
Brushesqty 40
Apronsqty 20
Glitterqty 12
Bead traysqty 6
Rope rollsqty 6
Balloon figuresqty 200
Face paint setsqty 4

Safety

First aid kitsqty 2
Flashlightsqty 4
Barrier tapeqty 4
Cable matsqty 8
Walkie-talkiesqty 6

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the programme before sending invitations. Allow time for registration, transitions and breaks; avoid filling every minute with activities, especially for younger children.
Assign one supervisor to each activity and give them a written brief. Check the final participant numbers at least 48 hours before the festival so activity packs and materials match demand.
Collect dietary requirements with registrations and label special meals before guests arrive. Keep food, coolers, serving platters and water dispensers in one clearly marked service area.
Create a simple floor plan with activity zones, seating, food service and toilets. Put directional signs at entrances and crossings, and prepare party tents or blankets for shade and changing weather.
Open the venue early enough to set out tables, chairs, activity packs and name badges before families arrive. Test portable speakers, the microphone, extension cords and power strips before the programme starts.

Frequently asked questions

How far in advance should I plan a children's festival?: Fix the date and location at least 8 weeks ahead if possible. Send invitations once the programme and registration method are ready, then close registrations early enough to prepare food, materials and supervisors.
How many supervisors do I need for a children's festival?: Use one named supervisor for each activity area, plus at least one floating adult for arrivals, breaks and problems. Set the final number after registrations close, rather than relying on the expected attendance.
What should I do if it rains at a children's festival?: Check the forecast 48 hours before the event and again on the morning itself. Decide in advance which activities can move under party tents or indoors, and tell families about any changes before they travel.
When should I prepare the food and activity packs?: Prepare non-perishable activity packs and check all materials on the day before. Prepare food as close to serving time as practical, fill coolers and label dietary meals before opening the venue.

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.