How to organise a children's reading afternoon

A children’s reading afternoon works best when the programme, readers and room layout are settled before you buy supplies. Start by booking a suitable venue, sending invitations and recording registrations, including dietary and accessibility needs. Then choose the books, confirm the readers and build a programme with clear time blocks. On the day, create a quiet reading corner, test the sound, prepare refreshments and leave enough time to welcome children by name.

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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
Reserve venue
2
Send invitations
2 people
3
Process registrations
4
Collect dietary requirements
5
Confirm the readers
6
Compile program
2 people
7
Select books
2 people
8
Make story cards
9
Check accessibility
10
Check the shopping list
11
Do the shopping
2 people
12
Check materials
2 people
13
Prepare name badges
14
Print wayfinding signs
15
Pack books and maps
2 people
16
Charge equipment

Event

17
Open venue
2 people
18
Set up tables
3 people
19
Set up chairs and cushions
3 people
20
Set up reading corner
2 people
21
Hang decorations
2 people
22
Prepare coffee and tea
2 people
23
Test sound
24
Welcome visitors
3 people
25
Hand out name badges
26
Supervise the reading program
2 people
27
Serve snacks
2 people
28
Refill drinks
29
Keep the reading corner tidy
30
Wave goodbye to visitors
2 people

Aftercare

31
Dismantle materials
3 people
32
Wash dishes
2 people
33
Collect waste
2 people
34
Clean the venue
3 people
35
Sort books
2 people
36
Return borrowed items

What to bring

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

Furniture

Chairsqty 45
Tablesqty 6
Seat cushionsqty 25
Carpetsqty 3
Welcome table

Tableware

Reusable cupsqty 50
Reusable platesqty 50
Teaspoonsqty 50
Scissorsqty 4
Serving tongsqty 4

Kitchen

Thermos flasksqty 4
Coolersqty 2
Serving traysqty 4

Equipment

Coffee machinesqty 2
Portable speaker
Wireless microphone
Extension cordsqty 2
Power stripsqty 3

Reading materials

Picture booksqty 40
Book standsqty 2
Reading lampsqty 2
Hourglassesqty 2

Decorations

Tableclothsqty 6
Buntingqty 4
Name badgesqty 50
Wayfinding signsqty 6

Cleaning

Waste binsqty 4
Broom and dustpan
Mop set
Cleaning clothsqty 10

Catering

Groceries

Tips

Set the programme before preparing the room. Confirm each reader, assign a book and allow roughly 10–15 minutes per reading, with short movement breaks for younger children.
Close registrations at least 3–5 days before the event so you can follow up on dietary requirements, prepare name badges and estimate cups, plates and refreshments.
Create separate arrival and reading areas. Put the welcome table and wayfinding signs near the entrance, then keep books, cushions and reading lamps together in the reading corner.
Test the portable speaker and wireless microphone while the room is empty, and check extension cords and power strips before visitors arrive. Keep cables away from chair and cushion areas.
Open the venue 60–90 minutes early. Set out tables and chairs, arrange cushions and carpets, prepare coffee and tea, and leave 15 minutes for a final sound and safety check.

Frequently asked questions

How long should a children's reading afternoon be?: Plan for about 2 to 3 hours, including arrival, readings and breaks. A useful structure is three or four reading blocks of 10–15 minutes, with 5–10 minutes between them for movement or questions.
How many books do I need for a children's reading afternoon?: Choose one main picture book for each planned reading block, plus one or two spare books in case a reader cancels or the group finishes early. For four blocks, prepare 5–6 books.
When should I send invitations for a children's reading afternoon?: Send invitations 3–4 weeks beforehand and set the registration deadline 3–5 days before the event. This gives you time to confirm readers, collect dietary requirements and make name badges.
How early should I arrive to set up the reading afternoon?: Allow 60–90 minutes before the first arrival. Use that time to arrange tables, chairs, cushions and the reading corner, check the equipment, place signs and prepare drinks.

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