How to organise a craft afternoon

Start by deciding who the craft afternoon is for, how many children you can supervise and which activities fit the available tables and time. Set the date and venue before sending invitations, then collect registrations, dietary requirements and parent contact details in one list. Buy supplies only after the activities are chosen, and prepare examples, templates and table kits before the day. On arrival, children should be registered at one reception table before moving to their assigned workstation.

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
Choose a theme and craft activities
2 people
2
Set the venue and date
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Send parents practical information
7
Buy craft supplies
2 people
8
Compile shopping list
9
Do the shopping
2 people
10
Print the registration list and dietary requirements
11
Create craft examples
2 people
12
Sort craft materials
2 people
13
Prepare worksheets and templates
14
Write name stickers
15
Fill coolers
16
Set up tables
3 people
17
Set out chairs
2 people
18
Set up workstations
3 people
19
Cover tables with protective foil
2 people
20
Distribute craft supplies per table
3 people
21
Set up the entrance and reception table
22
Hang decorations
2 people
23
Set out drinks and snacks
2 people
24
Check workplace safety
2 people

Event

25
Welcome and register children
3 people
26
Hand out name stickers
2 people
27
Explain the craft rules
28
Guide the first craft session
4 people
29
Serve drinks and snacks
2 people
30
Refill drinks
31
Clear work tables between tasks
2 people
32
Supervising the second craft round
4 people
33
Help children with finishing touches
3 people
34
Let crafts dry
2 people
35
Photograph crafts
36
Register children at pickup
3 people
37
Collect leftover materials
2 people

Aftercare

38
Sort and dispose of waste
2 people
39
Wash dishes and supplies
2 people
40
Clear tables and chairs
3 people
41
Clean work area
2 people
42
Remove decorations
2 people
43
Store leftover materials
2 people
44
Empty and clean coolers
45
Collect lost and found items
46
Send thank-you message to parents
47
Return leftover items

What to bring

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

Furniture

Tablesqty 6
Chairsqty 32
Reception desk
Waste binsqty 4

Craft supplies

Colored paperqty 300
White paperqty 200
Cardboardqty 80
Colored pencilsqty 12
Markersqty 12
Wascoqty 10
Paintqty 12
Brushesqty 36
Mixing bowlsqty 36
Children's apronsqty 32
Children's scissorsqty 32
Glue sticksqty 36
Liquid glueqty 12
Glitterqty 8
Pom-pomsqty 300
Googly eyesqty 300
Wooden sticksqty 200
Woolqty 10
Beadsqty 1000
Pipe cleanersqty 300
Tapeqty 12
Protective filmqty 2
Drying racksqty 4

Tableware

Reusable cupsqty 40
Platesqty 40
Cutlery setsqty 40
Serving plattersqty 6

Kitchen

Water jugsqty 4
Coolersqty 2
Cutting boardsqty 2
Knivesqty 4

Equipment

Kettle

Decorations

Paper garlandsqty 6
Tableclothsqty 6
Name stickersqty 40

Cleaning

Cleaning bucketqty 2
Mopsqty 2
Hand broomsqty 2
Microfiber clothsqty 12

Catering

Groceries

Tips

Choose two or three craft activities for a typical two-hour session, rather than putting every material on every table. Prepare one finished example per activity so children can see the intended result without needing a long explanation.
Plan one adult-led workstation for each activity and leave a clear route between tables, the entrance and waste bins. Protective film, aprons and drying racks should be ready before paint, glue or glitter is placed out.
Send parents the practical details at least 5 days beforehand: start and finish time, venue instructions, clothing advice and how to report dietary requirements. This prevents last-minute questions at registration.
Pack craft materials by workstation instead of bringing one large mixed box. Count items such as scissors, brushes, glue sticks and cups per table, then keep a small reserve for breakages and spills.
Set up tables, chairs, table covering, supplies and snacks before children arrive, allowing at least 60 minutes for preparation. Check scissors, spills, loose cables and blocked walkways during the final safety check.

Frequently asked questions

How long should a craft afternoon last?: Allow about 2 hours for the main programme, with 15 minutes at the start for registration and settling in. Add at least 30 minutes afterward for cleaning and collecting unfinished work.
How many craft activities should I plan for children?: Plan 2 or 3 activities for a two-hour session. This gives children time to finish one project and move on without rushing or leaving long periods while materials are reset.
When should I send craft afternoon invitations?: Send invitations 3 to 4 weeks before the event and set the registration deadline about 7 days before it. Use the final week to confirm numbers, dietary requirements and parent information.
How early should I set up a craft afternoon?: Begin room setup at least 60 minutes before children arrive. Put out tables and chairs first, then cover work surfaces, prepare workstation materials, arrange reception and place snacks and drinks out last.

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.