How to organise a children's festival

A children’s festival needs more than games and decorations. Start by fixing the date, programme and layout, then confirm permits, liability, suppliers and volunteer cover before inviting families. Registrations help you plan activities, food and children’s cups, while a printed run sheet keeps the day moving. Build the rain plan early, because tents, tables, equipment and craft materials are difficult to arrange at short notice.

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
Set the date and program
2 people
2
Divide up the venue and grounds
2 people
3
Check permits
4
Check liability
5
Record suppliers and rentals
2 people
6
Recruit volunteers
2 people
7
Develop the activity program
2 people
8
Design invitations
9
Send invitations
2 people
10
Process registrations
2 people
11
Collect dietary requirements
12
Publish the program online
13
Confirm reservations
14
Create volunteer schedule
2 people
15
Print the run sheet
16
Print contact list
17
Check the weather forecast
18
Prepare the backup rain program
2 people
19
Inventory materials
2 people
20
Buy game prizes
2 people
21
Do the shopping
3 people
22
Sort prizes
2 people
23
Prepare crafts
3 people
24
Print scavenger hunt cards
25
Compile the music playlist
26
Chill drinks
2 people
27
Prepare snacks
4 people
28
Create allergen cards
29
Prepare the cash register and change
2 people
30
Charge phones and walkie-talkies
31
Inspect the grounds
3 people
32
Set up tents and parasols
6 people
33
Set up tables and chairs
5 people
34
Lay out power and extension cords
2 people
35
Connect the sound system
2 people
36
Set up the cuddle corner
2 people
37
Set up game stations
4 people
38
Set up craft tables
3 people
39
Set up the face-painting table
2 people
40
Build the catering buffet
4 people
41
Set up the drinks bar
3 people
42
Place waste stations
2 people
43
Place route and safety signs
2 people
44
Set up the registration table
2 people
45
Hang up the activity schedule
2 people
46
Set out snacks and fruit
4 people
47
Brief volunteers
3 people
48
Check first aid and contact details
2 people
49
Do a final site round
3 people

Event

50
Welcome visitors
4 people
51
Register children
3 people
52
Assist with opening program
2 people
53
Facilitate craft activities
4 people
54
Supervise games
5 people
55
Provide face painting
3 people
56
Supervise the bouncy castle
2 people
57
Set up the treasure hunt
2 people
58
Guide the scavenger hunt
3 people
59
Provide the music program
2 people
60
Serve snacks
4 people
61
Serve drinks
3 people
62
Refill drinks
2 people
63
Restock the buffet
3 people
64
Empty trash bins
2 people
65
Check toilets
2 people
66
Register lost property
67
Check water stations
68
Run the kids’ disco
3 people
69
Support awards ceremony
2 people
70
Announce the closing
71
Ensure visitors leave safely
4 people

Aftercare

72
Clear away food scraps
3 people
73
Collect tableware and materials
4 people
74
Take down tables and chairs
5 people
75
Take down tents and parasols
6 people
76
Sort game materials
3 people
77
Turn off the sound system
2 people
78
Collect waste
4 people
79
Clean the grounds
4 people
80
Wash dishes
3 people
81
Empty coolers
2 people
82
Label borrowed items
2 people
83
Lock up the venue
2 people
84
Return materials
2 people
85
Return rented items
2 people
86
Distribute leftover food
2 people
87
Handle lost and found
88
Collect invoices and receipts
89
Archive photos and materials

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 80
Beer tablesqty 6
Picnic blanketqty 8
High tablesqty 4
Clothes racksqty 2

Tableware

Reusable cupsqty 150
Children's cupsqty 80
Platesqty 120
Bowlsqty 80
Cutlery setsqty 120
Serving plattersqty 12
Serving spoonsqty 8
Coffee potsqty 3
Thermos flasksqty 4

Decorations

Balloonsqty 300
Balloon pumpqty 3
Buntingqty 20
Buntingqty 8
Tableclothsqty 16
Theme charactersqty 12
Directional signsqty 12
Program postersqty 10

Equipment

Active speakersqty 2
Mixer
Microphoneqty 2
Speaker standsqty 2
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Speaker standqty 2

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Pliersqty 6
Measuring cupsqty 3
Ice packsqty 20

Sports equipment

Soft ballsqty 20
Hoopsqty 12
Conesqty 30
Skipping ropesqty 12
Trash bagsqty 12
Can toss setqty 2
Ring toss setqty 2
Parachute cloth

Craft supplies

Children’s paint apronsqty 30
Aprons for supervisorsqty 6
Table easelsqty 10
Paint traysqty 20
Brushesqty 60
Scissorsqty 30
Glue gunsqty 4
Colored pencilsqty 30
Markersqty 30
Drawing paperqty 500
Craft binsqty 12
Face paint setsqty 4
Mirrorsqty 4
Glitterqty 12
Small paintbrushesqty 24

Safety

First aid kitsqty 2
Barrier tapeqty 4
Traffic conesqty 12
Flashlightsqty 6
Name stickersqty 150
Wristbandsqty 150

Registration

Registration formsqty 150
Clipboardsqty 6
Ballpoint pensqty 30
Cash register
Cash box

Game materials

Scavenger hunt cardsqty 120
Stamp setsqty 6
Ink padsqty 6
Wheel of fortune
Bubble machinesqty 4
Prize table

Lighting

LED string lightsqty 8
LED lampsqty 6
Batteriesqty 24

Cleaning

Waste binsqty 10
Dustpan and brushqty 3
Bucketsqty 4
Mopsqty 4
Cleaning glovesqty 8

Catering

Groceries

Tips

Set the programme before sending invitations. Allow time for registration processing and dietary requirements, then publish the final programme online only after reservations and activity capacity are confirmed.
Divide the venue into clear zones for crafts, active games, food, registration and quiet breaks. Add directional signs and keep power strips and extension cords away from children’s play areas and walkways.
Recruit more volunteers than the activity schedule appears to require. Create shifts with named replacements, and give every team the printed run sheet and contact list before the festival starts.
Prepare prizes, craft materials and scavenger hunt cards several days ahead. Sort prizes by activity and pack each craft station separately so volunteers are not opening boxes while children wait.
Check the forecast and activate the backup rain programme at a fixed decision time, such as 48 hours before opening. Confirm that party tents, indoor areas, tables, seating and electrical equipment still fit the revised layout.

Frequently asked questions

How far in advance should I organise a children's festival?: Start at least 8 to 12 weeks ahead. Use the first two weeks for the date, venue layout, permits, liability checks and suppliers, then leave the final 2 weeks for confirmations, printing and packing.
How many volunteers do I need for a children's festival?: Plan at least one responsible adult per activity area, plus separate cover for registration, food and general help. Add 10 to 20 percent extra people so breaks, absences and busy periods do not leave a station unattended.
When should I send children's festival invitations?: Send invitations 4 to 6 weeks before the event and set the registration deadline 10 to 14 days before it. That gives you time to process registrations, collect dietary requirements and adjust quantities.
When should I prepare the rain plan for a children's festival?: Write the backup programme when you design the main programme, not when rain is forecast. Make the final weather decision 48 hours before the festival and tell volunteers and families at least 24 hours before opening.

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.