How to organise a children's festival
A children’s festival needs more than activities and decorations: the day must work for children, parents, volunteers and suppliers at the same time. Start with the date, programme and venue, then build the site layout and registration process around them. The details that are often left too late are allergy information, volunteer instructions, permits, power, chilled food and a wet-weather plan. Use this approach to keep the event easy to follow from arrival through the final activity.
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
Choose activities and games
2 people
- 3
Reserve venue
- 4
Check permits
- 5
Create a site map
2 people
- 6
Send invitations
2 people
- 7
Open registrations
- 8
Process registrations
2 people
- 9
Collect dietary requirements
- 10
Check the weather forecast
- 11
Confirm deliveries
- 12
Assign the activities
2 people
- 13
Assign volunteers
2 people
- 14
Print contact list
- 15
Prepare instructions for chaperones
2 people
- 16
Create allergen chart
- 17
Create a price list and menu
- 18
Check the shopping list
2 people
- 19
Do the shopping
3 people
- 20
Store supplies dry
2 people
- 21
Purchase refrigerated products
2 people
- 22
Cool perishables
2 people
- 23
Sort games
2 people
- 24
Set out craft materials
3 people
- 25
Create a music playlist
- 26
Check the weather plan
2 people
- 27
Inspect the site
3 people
- 28
Build party tents
6 people
- 29
Set up tables and chairs
5 people
- 30
Mark off the no-stage play area
3 people
- 31
Set up activity boards
2 people
- 32
Hang decorations
4 people
- 33
Hang lights
3 people
- 34
Set up game stations
6 people
- 35
Set up craft tables
4 people
- 36
Set up the face-painting table
2 people
- 37
Set up the catering buffet
4 people
- 38
Chill drinks
2 people
- 39
Test sound system
2 people
- 40
Set up the information table
2 people
- 41
Set out first aid kit
- 42
Place waste stations
2 people
- 43
Give briefing to supervisors
3 people
Event
- 44
Staff the registration desk
2 people
- 45
Welcome visitors
3 people
- 46
Explain the Program
2 people
- 47
Guide the craft activity
3 people
- 48
Oversee face painting
3 people
- 49
Lead jump rope and ball games
3 people
- 50
Guide the scavenger hunt
3 people
- 51
Supervise children's dance
2 people
- 52
Staff the water and lemonade station
2 people
- 53
Serve snacks and sandwiches
4 people
- 54
Refill drinks
2 people
- 55
Keep the buffet clean and stocked
2 people
- 56
Check game materials
2 people
- 57
Collect waste
2 people
- 58
Announce evening program
- 59
Guide music program
2 people
- 60
Turn on lighting
- 61
Announce the final round
- 62
See visitors out
3 people
Aftercare
- 63
Chill leftovers safely
2 people
- 64
Clean up catering
4 people
- 65
Collect game materials
4 people
- 66
Remove decorations
3 people
- 67
Take down tables and chairs
5 people
- 68
Take down party tents
6 people
- 69
Take waste to the collection point
3 people
- 70
Wash dishes and supplies
3 people
- 71
Clean the grounds
4 people
- 72
Pack away the sound equipment
2 people
- 73
Count inventory
2 people
- 74
Return borrowed items
2 people
- 75
Keep lost and found items
- 76
Send thank-you message
- 77
Share photos with permission
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 3
- Tablesqty 12
- Folding chairsqty 80
- Beer tablesqty 4
- Buffet tablesqty 4
- Changing room table
- Changing room screen
Tableware
- Reusable cupsqty 150
- Reusable platesqty 120
- Reusable cutleryqty 150
- Coffee cupsqty 40
- Serving plattersqty 12
- Serving tongsqty 8
- Thermos flasksqty 4
Decorations
- Balloonsqty 200
- Buntingqty 12
- Tableclothsqty 12
- Paper garlandsqty 10
- Welcome sign
- Activity signsqty 10
- Directional signsqty 12
Equipment
- Bluetooth speakerqty 2
- Microphone
- Extension cordsqty 6
- Power stripsqty 6
- Coolersqty 4
- Thermos dispensersqty 2
- Handheld megaphone
Kitchen
- Cutting boardsqty 4
- Chef's knivesqty 4
- Mixing bowlsqty 6
- Measuring cupsqty 3
- Water jugsqty 8
- Storage boxesqty 12
- Ice packsqty 20
Sports equipment
- Footballsqty 6
- Soft ballsqty 12
- Skipping ropesqty 10
- Hoopsqty 10
- Conesqty 30
- Relay batonsqty 8
- Sjoelbaksqty 2
- Can toss setqty 2
- Sidewalk chalkqty 12
- Scavenger hunt cardsqty 120
- Stamp cardsqty 120
- Stampsqty 10
- Prizesqty 120
- Parachute cloth
- Bubble wandsqty 12
Craft supplies
- Children's brushesqty 40
- Paint palettesqty 20
- Apronsqty 30
- Craft binsqty 8
- Colored pencilsqty 12
- Markersqty 12
- Colored paperqty 500
- Painting canvasesqty 100
- Children's scissors setsqty 20
- Glue sticksqty 30
- Glitter glueqty 20
- Beadsqty 2000
- Elastic cordqty 10
- Stickersqty 500
- Cotton bagsqty 100
- Plastic table coverqty 12
Face painting
- Face painting kitqty 4
- Face paint brushesqty 20
- Face-painting spongesqty 40
Face paint supplies
- Mirrorsqty 4
Lighting
- LED string lightsqty 8
- LED lampsqty 6
- Battery lanternsqty 6
Safety
- First aid kit
- Barrier tapeqty 4
- Traffic conesqty 12
- Flashlightsqty 4
- Name badgesqty 40
- Wristbandsqty 150
- Emergency blanketsqty 4
Cleaning
- Waste binsqty 10
- Broom setsqty 3
- Mopsqty 3
- Bucketsqty 4
- Hand soap dispensersqty 4
- Toilet brushesqty 2
- Microfiber clothsqty 20
- Washing-up tubsqty 3
- Disinfectant sprayqty 4
Catering
- Groceries
Tips
- Set the programme before booking equipment or volunteers. Group activities into clear time blocks, allow at least 10 minutes between them, and keep a quieter option available for children who need a break.
- Draw the site map before setting up tables and tents. Mark the entrance, registration point, activities, food area, toilets, changing space and emergency routes, then prepare directional and activity signs from that map.
- Close registrations early enough to use the information. Aim to collect dietary requirements at least 7 days before the festival, create an allergen chart, and print a contact list for the day team.
- Give every volunteer one named activity and a written briefing. Include opening and closing times, supervision responsibilities, where supplies are stored, and who to contact when a child is missing or unwell.
- Check weather, deliveries and power the day before, not on the morning itself. Keep refrigerated products cold until serving, store dry supplies off the ground, and test extension cords, speakers and the microphone before children arrive.
Frequently asked questions
- How far in advance should I plan a children's festival?
- Start planning at least 8 to 12 weeks ahead. Set the date and programme first, then reserve the venue, check permits, open registrations and confirm volunteers and deliveries.
- When should I collect allergy and dietary information?
- Collect it when families register and set a final deadline at least 7 days before the festival. Use the responses to prepare an allergen chart and brief the food team before shopping.
- How many volunteers do I need for a children's festival?
- Assign at least one volunteer to each activity, plus separate people for registration, food, first aid or welfare, and overall coordination. Final numbers depend on attendance and the age of the children, so complete the allocation after registrations close.
- What should I do if the children's festival is outdoors and it rains?
- Check the forecast 48 hours before the event and again on the morning itself. Decide in advance which activities move under party tents or indoors, where equipment stays dry, and how families will be directed if the layout changes.
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