How to organise a Family Day without last-minute chaos

A successful Family Day depends on getting the order right: fix the date and venue first, then build the programme around your visitor numbers. Registrations determine how much food, seating and equipment you need, while dietary information affects the menu and shopping. Leave time for activity hosts, signs and weather planning rather than treating them as final details. This plan takes you from the first decisions to the final setup and follow-up checks.

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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
Set the date and program
2 people
2
Check the venue and grounds
2 people
3
Send invitations
2 people
4
Open registrations
5
Develop the activity program
3 people
6
Contact game hosts
2 people
7
Compile the music program
8
Collect dietary preferences
9
Collect dietary requirements
10
Process registrations
2 people
11
Create the final visitor list
2 people
12
Confirm reservations
13
Check the weather forecast
14
Create a site map
2 people
15
Check activity materials
2 people
16
Purchase game prizes
17
Finalize the shopping list
2 people
18
Do the shopping
3 people
19
Chill drinks
2 people
20
Prepare snacks
3 people
21
Cut vegetables and fruit
2 people
22
Prepare salads
2 people
23
Marinate meat and vegetarian dishes
2 people
24
Write name tags
2 people
25
Make route signs
2 people
26
Print the game rules
27
Test the music and playlist
28
Set out cash register and payment methods
29
Check first aid supplies
30
Prepare weather backup
2 people
31
Cordon off the area
3 people
32
Set up tents
4 people
33
Set up tables and chairs
4 people
34
Set up buffet
3 people
35
Set up game stations
4 people
36
Hang decorations
3 people
37
Connect sound equipment
2 people
38
Check the lighting and power
2 people
39
Set up food chilled
3 people
40
Set out coffee and tea
2 people
41
Set up the reception table
2 people
42
Restock the toilets
43
Check the grounds and tables
3 people

Event

44
Welcome guests
3 people
45
Hand out name badges
2 people
46
Serve welcome drinks
3 people
47
Lead the game rounds
6 people
48
Supervise children's activities
4 people
49
Serve coffee and tea
2 people
50
Refill drinks
2 people
51
Distribute snacks
3 people
52
Prepare barbecue
3 people
53
Open the dinner buffet
4 people
54
Refill the dinner buffet
3 people
55
Serve dessert
3 people
56
Handle prize ceremony
2 people
57
Provide music
58
Serve the last round of drinks
2 people
59
See off guests
3 people

Aftercare

60
Collect waste
4 people
61
Collect tableware
3 people
62
Store food and drinks safely
3 people
63
Take down tables and chairs
4 people
64
Take down tents and decorations
4 people
65
Wash dishes
3 people
66
Clean the grounds
4 people
67
Return materials
2 people
68
Empty and clean coolers
2 people
69
Distribute leftover food
2 people
70
Collect lost and found items
71
Take waste to the collection point
2 people
72
Return keys and access cards

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Folding chairsqty 70
Beer tablesqty 4
Beer table benchesqty 8
Buffet tablesqty 4
Information desk
Coat racksqty 2
Tablecloth clipsqty 12
Coolersqty 6

Tableware

Platesqty 80
Dessert platesqty 80
Glassesqty 100
Coffee cupsqty 60
Knivesqty 80
Forksqty 80
Spoonsqty 80
Serving spoonsqty 20
Serving plattersqty 12
Pitchersqty 8

Decorations

Balloonsqty 100
Balloon ribbonqty 2
Party flagsqty 8
Tableclothsqty 14
Flower arrangementsqty 8
Name badgesqty 70
Directional signsqty 12
Menusqty 8

Equipment

Bluetooth speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 4
Power banksqty 4
Coffee machinesqty 2
Kettlesqty 2
Barbecueqty 2
Gas cylindersqty 2
Megaphone
Ice packsqty 24

Sports equipment

Footballsqty 4
Conesqty 30
Skipping ropesqty 8
Hoopsqty 8
Water balloonsqty 200
Field marker linesqty 2
Ring toss setsqty 3
Tug-of-war ropesqty 2
Trash bagsqty 10
Prizesqty 20

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Barbecue tongsqty 4
Serving tongsqty 8
Food warmersqty 6

Lighting

String lightsqty 6

Cleaning

Waste binsqty 8
Broomsqty 3
Dustpan and brushqty 3

Catering

Groceries

Tips

Set the date, venue and programme framework before sending invitations. Once registrations open, use the responses to estimate seating, food portions and activity capacity instead of relying on guesses.
Close registrations early enough to process the list and confirm reservations. A final visitor list should be ready before you buy food, prepare name badges or assign people to activities.
Plan the site on paper before anything is delivered. Mark the information desk, buffet tables, seating, coat racks, activity areas and route signs so visitors can find their way without asking staff.
Ask separately about dietary preferences and dietary requirements. Preferences affect menu choices; requirements need clear confirmation with whoever prepares the food, ideally at least one week before the event.
Check the weather forecast twice: once several days ahead and again the day before. Confirm that party tents, tablecloth clips, coolers and outdoor activity materials are ready for the conditions, and prepare a clear indoor or covered alternative.

Frequently asked questions

How far in advance should I organise a Family Day?: Start planning at least 6 to 8 weeks before the event. Set the date and venue first, open registrations soon after, and leave the final 7 days for confirmations, shopping and weather checks.
When should I send Family Day invitations?: Send invitations 4 to 6 weeks before the event and keep registrations open for about 2 to 3 weeks. This gives you time to process responses, collect dietary information and create the final visitor list.
How much food and drink do I need for a Family Day?: Use the final visitor list as your basis, not the number invited. For drinks, allow roughly 2 to 3 servings per person during the first hour, then adjust for the programme length, weather and whether children and adults have separate options.
When should I prepare the Family Day site layout?: Create the site map at least one week before the event and walk through it again during setup. Check the position of tables, buffet areas, speakers, signs and activity spaces before guests arrive, ideally 60 to 90 minutes in advance.

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.