How to organise a children's festival

Start by fixing the date and programme, then secure the venue, permits and suppliers before inviting families. Give yourself enough time to process registrations, collect dietary requirements and recruit volunteers for every activity station. In the final week, confirm deliveries, check the forecast and verify that games, craft kits, tables, tents and power supplies are ready. On the day, inspect the site first, create safe zones and finish each activity station before children arrive.

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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
Reserve suppliers
5
Design invitations
6
Send invitations
2 people
7
Process registrations
8
Collect dietary requirements
9
Publish the program
10
Recruit volunteers
2 people
11
Assign activity supervisors
2 people
12
Confirm deliveries
13
Check the weather forecast
14
Do the shopping
3 people
15
Check materials
2 people
16
Sort games
2 people
17
Set out prizes and craft kits
2 people
18
Chill drinks
2 people
19
Prepare snacks
4 people
20
Inspect venue
2 people
21
Receive deliveries
2 people
22
Cordon off the area
3 people
23
Set up tables and chairs
4 people
24
Set up party tents
4 people
25
Set up activity stations
5 people
26
Hang decorations
3 people
27
Connect sound equipment
2 people
28
Lay out craft materials
2 people
29
Set up prize booth
2 people
30
Build the catering buffet
4 people
31
Set up the drink stations
3 people
32
Check toilets
33
Place first aid kit
34
Set up the registration table
2 people
35
Brief volunteers
2 people
36
Conduct final safety check
2 people

Event

37
Welcome visitors
4 people
38
Explain the program
39
Supervise children's activities
8 people
40
Supervise the craft table
3 people
41
Restock game supplies
2 people
42
Serve drinks
3 people
43
Refill drinks
2 people
44
Serve snacks
4 people
45
Supervise races
3 people
46
Supervise face painting
2 people
47
Provide the music program
2 people
48
Register prize winners
49
Serve the meal
5 people
50
Restock the buffet
3 people
51
Empty trash bins
2 people
52
Clean the toilets in between
53
Guide visitors out
3 people
54
Collect lost property
55
Do a final site sweep
2 people

Aftercare

56
Clean up catering
4 people
57
Sort waste
3 people
58
Wash dishes
3 people
59
Wipe down tables and chairs
3 people
60
Clean the venue
4 people
61
Remove decorations
3 people
62
Take down party tents
4 people
63
Pack up materials
3 people
64
Check borrowed items
2 people
65
Return materials
2 people
66
Store leftover food
2 people
67
Have waste removed
68
Register lost and found items

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 12
Chairsqty 80
Beer tablesqty 6
Registration desk
Stoolsqty 10

Tableware

Reusable cupsqty 150
Children's cupsqty 60
Platesqty 130
Children's platesqty 50
Cutlery setsqty 130
Coffee cupsqty 40
Serving plattersqty 12
Serving spoonsqty 8

Equipment

Coolersqty 6
Kettlesqty 2
Coffee machinesqty 2
Speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6
Rechargeable lampsqty 8

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 6
Measuring cupsqty 3
Frying pansqty 2
Food warmersqty 4
Aluminum foilqty 4
Food storage containersqty 12

Decorations

Balloonsqty 200
Balloon pumpqty 2
Buntingqty 12
Tableclothsqty 12
Wayfinding signsqty 10
Name badgesqty 120

Sports equipment

Footballsqty 6
Conesqty 30
Hoopsqty 12
Skipping ropesqty 12
Soft ballsqty 20
Water tubsqty 4
Bubble wandsqty 20
Craft table runnersqty 6
Colored pencil setsqty 20
Apronsqty 12
Paintbrushesqty 40
Paint traysqty 12
Face paint setsqty 6
Glitterqty 6
Prizes and stickersqty 150

Cleaning

Waste binsqty 12
Outdoor trash binsqty 6
Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 8
Disinfectantqty 4
First aid kit

Lighting

String lightsqty 6
Battery lanternsqty 8

Catering

Groceries

Tips

Set the date, programme and venue before sending invitations. Allow at least 6–8 weeks for permits, supplier bookings and registration planning, especially if you need party tents or equipment.
Assign one named supervisor to each activity station and create a rota with handover times. Plan at least one backup volunteer for every three to four stations so a break or absence does not stop an activity.
Close registrations 7–10 days before the festival and use the final list to check dietary requirements, children’s numbers and the quantities of children’s cups, plates, snacks and craft kits.
Confirm every delivery 3–5 days beforehand, then check materials against the programme. Do not leave sorting games, prizes or craft kits until setup morning; missing small items can delay an entire station.
Build the site in zones: registration, activities, food, seating and a cordoned-off area for hazards or equipment. Set up tables, chairs, tents, extension cords and lamps before receiving children, and keep weather-sensitive items protected until needed.

Frequently asked questions

How far in advance should I organise a children's festival?: Start planning 8–12 weeks ahead. Book the venue, check permits and reserve suppliers first; invitations can follow once the date and programme are stable.
How many volunteers do I need for a children's festival?: Plan one supervisor for each activity station, plus one backup volunteer for every three to four stations. Add at least two people for registration, deliveries and general site support.
When should I send children's festival invitations?: Send invitations 4–6 weeks before the event and set the registration deadline 7–10 days before it. This leaves time to confirm dietary requirements and adjust food, seating and materials.
When should I check the weather for a children's festival?: Check the forecast 5–7 days before the festival and again the evening before. Use that second check to decide on tents, clothing guidance, protected materials and any programme changes.

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.