How to organise a craft afternoon from start to finish

A craft afternoon runs smoothly when the activities, materials and room layout are decided before participants arrive. Start by booking the venue and confirming registrations, then choose activities that fit the available time and the children’s ages. Prepare one work kit and one sample craft for each station, and leave enough time for paint to dry. On the day, set up tables, chairs and protected work surfaces before welcoming families.

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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
Create invitations
2 people
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Create the participant list
7
Send parents practical information
8
Choose craft activities
2 people
9
Check the materials list
2 people
10
Make a shopping list
11
Purchase craft materials
2 people
12
Do the shopping
2 people
13
Sort materials
2 people
14
Assemble work kits
3 people
15
Make sample crafts
2 people
16
Prepare name badges
17
Chill drinks
18
Set up tables
3 people
19
Set out chairs
2 people
20
Cover the tables
2 people
21
Set up craft stations
4 people
22
Hang decorations
2 people
23
Prepare reception
2 people

Event

24
Receive participants
3 people
25
Explain the activities
3 people
26
Guide children
5 people
27
Serve drinks
2 people
28
Refill drinks
29
Hand out snacks
2 people
30
Let creations dry
2 people
31
Hand out the projects
2 people
32
See participants off
3 people

Aftercare

33
Collect leftover materials
3 people
34
Clear tables and chairs
4 people
35
Sort waste
2 people
36
Wash dishes
2 people
37
Clean the room
3 people
38
Check stock
39
Store leftover materials
2 people
40
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 32
Tableclothqty 6
Drying racksqty 4
Storage cratesqty 8

Craft supplies

Drawing paperqty 200
Colored paperqty 300
Cardboard sheetsqty 100
Folded cardboardqty 60
Colored pencilsqty 40
Markersqty 40
Wascoqty 30
Poster paintqty 24
Paintbrushesqty 36
Mixing palettesqty 12
Children's apronsqty 30
Scissorsqty 30
Glue Sticksqty 40
Liquid glueqty 6
Double-sided tapeqty 6
Clothespinsqty 100
Pom-pomsqty 300
Chenille wireqty 200
Wooden ice lolly sticksqty 200
Craft feathersqty 200
wiggle eyesqty 300
Glitterqty 12
Stickersqty 20
Ribbonqty 10
Ropeqty 6
Apron filmqty 2

Equipment

Extension cordsqty 3
Power stripsqty 3
Glue gunsqty 4

Tableware

Disposable cupsqty 40
Platesqty 40
Spoonsqty 40
Serving plattersqty 6
Serving jugsqty 3

Decorations

Buntingqty 4
Balloonsqty 30
Name badgesqty 35

Cleaning

Waste binsqty 4
Bucketsqty 2
Cleaning clothsqty 12
Floor squeegee

Catering

Groceries

Tips

Choose two or three craft activities rather than offering too many options. Prepare a finished sample for each station so children can see the result and helpers can explain the steps quickly.
Check the materials list against the number of registrations at least 7 days before the event. Count items such as scissors, paintbrushes and aprons per table, then buy extra paper and glue for mistakes.
Assemble work kits before the afternoon, ideally one kit per child or station. Put paper, pencils, markers, glue, decorations and tools together so children are not waiting while materials are sorted.
Send parents the practical information 3 to 5 days beforehand. Include the start and end time, venue details, dietary requirements deadline and whether children should wear clothes suitable for paint and glue.
Set up the room at least 60 minutes before reception. Cover the tables, place chairs, label craft stations, prepare drying racks and keep finished work in storage crates so creations do not get damaged.

Frequently asked questions

How long does it take to organise a craft afternoon?: Allow 2 to 3 weeks for a small event. Book the venue first, send invitations around 10 to 14 days ahead, and finish purchasing and kit assembly at least 2 days before the afternoon.
How many craft activities should children do in one afternoon?: Plan for 2 or 3 activities in a two- to three-hour session. Allow about 30 to 45 minutes per activity, with extra time for explaining instructions, changing stations and letting paint dry.
When should I send invitations for a craft afternoon?: Send invitations 10 to 14 days before the event and set the registration deadline 5 to 7 days before it. This gives you time to create the participant list, collect dietary requirements and buy enough materials.
How much space do I need for a children’s craft afternoon?: Allow roughly one table seat per child plus room for helpers, drying racks and movement between stations. Set up the tables and craft stations at least 60 minutes before guests arrive so the layout can be adjusted safely.

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.