How to organise a family circus

A family circus needs more than performers and a tent. Start by fixing the date, programme and venue, then confirm permits, insurance and the circus company before inviting families. Build the day around arrival, parking, seating, performances and hands-on activities, with clear responsibility for safety and guest support. Plan the practical details early: registrations, dietary requirements, power, weather protection, equipment and enough volunteers to keep queues moving.

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
Check the venue and grounds
2 people
3
Confirm circus performers
4
Check permits
5
Check insurance details
6
Send invitations
2 people
7
Process registrations
2 people
8
Collect dietary requirements
9
Send parking information
10
Print the program
11
Order catering
12
Reserve circus equipment
13
Assign volunteers
2 people
14
Create a contact list
15
Check the weather forecast
16
Do the shopping
3 people
17
Chill drinks
2 people
18
Prepare snacks
4 people
19
Prepare materials
3 people
20
Cordon off the area
3 people
21
Set up circus tent
8 people
22
Check power supply
2 people
23
Hang lighting
3 people
24
Check the circus floor
3 people
25
Set up chairs
5 people
26
Set up entrance
3 people
27
Set up the cash register and wristbands
2 people
28
Set up catering tables
3 people
29
Set up the buffet and drinks station
4 people
30
Hang decorations
3 people
31
Display snacks
3 people
32
Prepare coffee and tea
2 people
33
Conduct a safety check
2 people

Event

34
Welcome performers
2 people
35
Have performers change clothes
36
Set up crowd marshals
4 people
37
Open the doors
4 people
38
Welcome visitors
4 people
39
Distribute program
2 people
40
Facilitate the first performance
5 people
41
Refill drinks
3 people
42
Serve snacks
4 people
43
Supervise children's activities
5 people
44
Empty trash bins
2 people
45
Assist with the second performance
5 people
46
Serve hot snacks
4 people
47
Keep the break room tidy
2 people
48
Support the final performance
5 people
49
Guide visitors on departure
4 people
50
Close the register
2 people
51
Collect lost items
2 people

Aftercare

52
Catering breakdown
4 people
53
Clear away chairs and tables
5 people
54
Sort waste
3 people
55
Wash dishes
3 people
56
Clean the grounds
4 people
57
Take down the circus tent
8 people
58
Remove lighting
3 people
59
Inventory materials
2 people
60
Return borrowed items
2 people
61
Store leftover stock
2 people
62
Clean coolers
2 people
63
Remove decorations
3 people
64
Register lost property

What to bring

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

Furniture

Foldable tablesqty 12
Folding chairsqty 250
Bar stoolsqty 6
Clothes racksqty 2
Bollardsqty 12
Queue barriersqty 8

Tableware

Reusable cupsqty 300
Reusable platesqty 250
Cutlery setsqty 250
Coffee cupsqty 80
Serving plattersqty 20
Serving tongsqty 12
Thermos flasksqty 8

Decorations

Circus flagsqty 20
Balloonsqty 300
Balloon pumpqty 2
Buntingqty 12
Tableclothsqty 12
Wayfinding signsqty 10

Equipment

Wireless microphonesqty 2
Speakersqty 2
Microphone standsqty 2
Extension cordsqty 8
Power stripsqty 6
Coolersqty 6
Portable fansqty 4
Flashlightsqty 6

Circus equipment

Juggling pinsqty 12
Juggling ballsqty 20
Circus ringsqty 12
Diabolosqty 8
Walking stiltsqty 8
Balance beamsqty 2
Circus matsqty 6
Conesqty 20
Hula hoopsqty 15

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Ice packsqty 30
Bottle openersqty 4

Cleaning

Bucketsqty 6
Mopsqty 6
Broom setsqty 4
Dustpan and brushqty 4
Cleaning glovesqty 12

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Non-slip matsqty 8
Warning tapeqty 4
Pouches for wristbandsqty 300

Catering

Groceries

Tips

Set the programme before sending invitations, including arrival time, performance times, activity slots and the expected finish. Give families a registration deadline at least two weeks before the event so you can collect dietary requirements and prepare the contact list.
Confirm the venue, permits, insurance and power supply before booking the tent or equipment. Check where the tent, seating, barriers and catering will go, and leave clear access for arrivals, performers and emergency vehicles.
Assign volunteers to specific jobs rather than asking for general help. For a family circus, cover at least arrival and parking, registration, refreshments, activity supervision, performer support and end-of-day pack-down.
Treat the circus floor and equipment as safety-critical. Check the floor before guests arrive, cordon off restricted areas, test microphones and speakers, and keep extension cords and power strips away from walking routes.
Make the weather check actionable 48 hours before the event and again on the morning itself. Have a decision ready for rain, heat or wind, including where to move guests, when to use fans and how to protect equipment and food.

Frequently asked questions

How far in advance should I organise a family circus?: Start at least 8 to 12 weeks ahead. Confirm the venue, performers, permits and insurance first; send invitations once the programme and registration process are settled.
How many volunteers do I need for a family circus?: Plan for at least 1 volunteer per 20 to 25 guests, then add separate cover for registration, refreshments, activity supervision and safety. For a 100-person event, 5 to 8 named volunteers is a practical starting point.
When should I confirm dietary requirements for a family circus?: Ask for dietary requirements when guests register and set the deadline 10 to 14 days before the event. Give the final numbers to the caterer several days before ordering or collecting food.
What should I check on the morning of a family circus?: Allow 2 to 3 hours before guest arrival for the tent, circus floor, seating, barriers, power, lighting, sound and equipment checks. Recheck the weather, chill the drinks and place wayfinding signs before opening registration.

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.