How to organise a Family Day that runs smoothly

Start your Family Day plan with the date, venue and expected headcount, then build everything else around those limits. Confirm dietary requirements before planning food, and reserve popular activities before sending the final programme. Keep food, games and equipment on separate checklists so nothing gets lost in the detail. The final week is for confirmations and shopping; the event day should focus on setup, guest arrival and keeping the schedule moving.

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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
Confirm date and location
2
Send invitations
2 people
3
Register sign-ups
4
Collect dietary requirements
5
Compile program
2 people
6
Select games
2 people
7
Reserve activities
8
Confirm suppliers
9
Check the weather forecast
10
Create final guest list
11
Create activity schedule
2 people
12
Check the shopping list
2 people
13
Do the shopping
3 people
14
Store non-perishable groceries
2 people
15
Collect fresh produce
2 people
16
Chill drinks
2 people
17
Prepare snacks
3 people
18
Prepare desserts
2 people
19
Check game materials
2 people
20
Create a music playlist
21
Print the run sheet
22
Print contact list
23
Open venue
2 people
24
Inspect the grounds
2 people
25
Build party tents
4 people
26
Set up tables
3 people
27
Set up chairs
3 people
28
Set up buffet tables
3 people
29
Set out tableware
2 people
30
Set out cutlery
2 people
31
Set out drinks
2 people
32
Set up coffee station
2 people
33
Display snacks
2 people
34
Set up game stations
4 people
35
Hang up decorations
3 people
36
Connect the music
2 people
37
Set up signage
2 people
38
Check toilets
2 people
39
Place waste stations
2 people
40
Brief volunteers
2 people

Event

41
Staff the reception desk
2 people
42
Welcome guests
2 people
43
Explain the program
44
Serve coffee and tea
3 people
45
Serve snacks
3 people
46
Supervise children's activities
4 people
47
Supervise adult games
3 people
48
Guide the photo moment
49
Refill drinks
2 people
50
Set up the buffet
4 people
51
Serve hot food
4 people
52
Serve diet meals
2 people
53
Clear away dishes
3 people
54
Serve dessert
3 people
55
Provide music
56
Announce the final round
57
See off guests
2 people

Aftercare

58
Collect waste
4 people
59
Wash dishes
3 people
60
Store food safely
2 people
61
Clear tables and chairs
4 people
62
Take down party tents
4 people
63
Collect game materials
3 people
64
Remove decorations
2 people
65
Clean the venue
4 people
66
Clean the restrooms
2 people
67
Switch off equipment
2 people
68
Return borrowed items
2 people
69
Return rental items
2 people
70
Distribute leftover food
2 people
71
Collect lost property
72
Lock up the venue
2 people
73
Send thank-you message

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 70
Buffet tablesqty 3
High tablesqty 4
Coat racksqty 2

Tableware

Coffee cupsqty 70
Glassesqty 100
Platesqty 100
Soup bowlsqty 70
Knivesqty 80
Forksqty 80
Spoonsqty 80
Serving spoonsqty 12
Serving traysqty 8
Small bowlsqty 16

Kitchen

Cutting boardsqty 4
Paring knivesqty 4
Mixing bowlsqty 6
Storage binsqty 10
Thermos flasksqty 4
Water jugsqty 6

Equipment

Coolersqty 4
Refrigeratorsqty 2
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Extension cordsqty 4
Power stripsqty 4
Bluetooth speakersqty 2
Microphone
Power banksqty 3

Decorations

Tableclothsqty 8
Buntingqty 6
Balloonsqty 100
Balloon pumpqty 2
Welcome sign
Name badgesqty 75
Table numbersqty 8
Chalkboardsqty 4

Lighting

String lightsqty 4
LED lampsqty 8
Flashlightsqty 4

Sports equipment

Footballsqty 3
Volleyballqty 2
Badminton setsqty 3
Frisbeesqty 4
Skipping ropesqty 6
Conesqty 20
Ball pit ballsqty 100
Board gamesqty 8
Prize ribbonsqty 20

Cleaning

Waste binsqty 6
Hand broomsqty 3
Litter pickersqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the guest deadline before you finalise quantities. Use the confirmed guest list to plan seating, plates, glasses and food rather than relying on early invitation numbers.
Plan activities in blocks and leave at least 15 minutes between them. That gives families time to move between areas, deal with delays and reset game materials.
Check dietary requirements as soon as people sign up, not during the final shopping trip. Mark suitable dishes clearly and keep serving spoons separate where needed.
Do the main shopping for non-perishable items several days before Family Day, then collect fresh produce shortly before the event. Chill drinks in coolers or refrigerators early enough for them to be cold at arrival.
Treat the weather forecast as a setup decision, not a last-minute check. Review it the day before, confirm the tent plan, and test extension cords, power strips and speakers before guests arrive.

Frequently asked questions

How far in advance should I organise a Family Day?: Start six to eight weeks ahead if you need to reserve activities or confirm suppliers. Send invitations once the date, location and main programme are firm, then set a sign-up deadline about three weeks before the event.
How much food and drink do I need for a Family Day?: Use the final guest list and allow two to three drinks per person for the first hour, then roughly one drink per person per hour. Plan snacks for the arrival period and a full meal, while adding extra portions for children and anyone with dietary requirements.
When should I check the weather for an outdoor Family Day?: Check the forecast seven days before the event to identify risks, then check again 24 hours before setup. Make the final decision about party tents, indoor areas and equipment protection the day before, not on the morning itself.
What should I prepare the day before a Family Day?: Finish non-perishable shopping, chill drinks, prepare desserts and snacks where possible, and print the run sheet and contact list. Also check game materials, confirm suppliers and place tables, chairs and buffet equipment where the setup team can find them.

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.