How to organise a Family Games Day

A Family Games Day works best when the schedule, game stations and food plan are fixed before invitations go out. Start by choosing the venue and creating short rounds that suit different ages, then use registrations to plan teams, dietary needs and quantities. The work usually goes wrong when rules, equipment and scorecards are left until the morning itself. Build in a separate setup period for tents, tables, stations, refreshments and the reception table so participants can arrive while everything is ready.

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
Reserve venue
2
Create the program and game schedule
2 people
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Update participant list
7
Write out the game rules
2 people
8
Arrange game stations
2 people
9
Order catering
10
Do the shopping
2 people
11
Check game materials
2 people
12
Print game rules
13
Set out the prizes and scorecards
2 people
14
Chill drinks
2 people
15
Prepare snacks
3 people
16
Prepare sandwiches
3 people
17
Open venue
2 people
18
Build party tents
4 people
19
Set up tables and chairs
4 people
20
Set up game stations
4 people
21
Set up the buffet and drinks station
3 people
22
Hang decorations
2 people
23
Test sound system
24
Set up the reception table
2 people

Event

25
Receive participants
3 people
26
Explain the program
27
Lead the game rounds
6 people
28
Refill drinks
2 people
29
Serve snacks
3 people
30
Record interim results
2 people
31
Supervise free games
4 people
32
Open the dinner buffet
3 people
33
Restock plates and cutlery
2 people
34
Guide the final game round
4 people
35
Announce the winners
36
See off guests and manage departure
3 people

Aftercare

37
Collect waste
3 people
38
Sort game equipment
3 people
39
Clean up the buffet and kitchen
3 people
40
Take down tables and chairs
4 people
41
Take down party tents
4 people
42
Clean the venue
4 people
43
Wash dishes
3 people
44
Switch off equipment
45
Return borrowed items
2 people
46
Distribute leftover food
2 people
47
Collect lost property

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 60
Buffet tablesqty 3
High tablesqty 4
Stoolsqty 12

Sports equipment

Footballsqty 3
Basketballsqty 2
Tennis ballsqty 12
Soft ballsqty 8
Hoopsqty 8
Skipping ropesqty 8
Conesqty 30
Relay batonsqty 8
Water cups for the gameqty 20
Tug of war rope
Cornhole setqty 2
Ring toss setqty 2
Giant four-in-a-row
Board gamesqty 10
Playing cardsqty 6
Stopwatchesqty 4
Scoreboardsqty 6
Chalkqty 12
Measuring tapesqty 3

Tableware

Reusable drinking glassesqty 80
Platesqty 70
Cutlery setsqty 70
Coffee cupsqty 50

Kitchen

Coolersqty 4
Food warmersqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Serving spoonsqty 8

Equipment

Portable speaker
Microphone
Extension cordsqty 4
Power stripsqty 4

Lighting

String lightsqty 6
Battery lanternsqty 6

Decorations

Tableclothsqty 8
Buntingqty 6
Balloonsqty 100
Name stickersqty 70
Prize ribbonsqty 12
Wayfinding signsqty 8

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Mop setsqty 2
Bucketsqty 3
Hand sanitizer stationsqty 3

Safety

First aid kitsqty 2
Barrier tapeqty 2
Flashlightsqty 4

Catering

Groceries

Tips

Create the programme before sending invitations. Allow 10–15 minutes between major rounds for teams to move, explain rules and reset equipment, especially when football, basketball, relay games and quieter board games share the day.
Use registrations to plan more than attendance. Set a deadline 7 days before the event for dietary requirements, then update the participant list and split teams before printing scorecards and game rules.
Check every game station at least 2 days ahead. Count balls, hoops, skipping ropes, cones, relay batons, stopwatches and measuring tapes, and test that each activity has enough equipment for the number of teams playing at once.
Plan food around the timetable rather than serving everything at the start. Chill drinks in coolers the day before, prepare snacks and sandwiches before opening, and keep a separate buffet and drinks station so queues do not block the games.
Reserve a proper setup window on the event day. For a medium-sized programme, allow at least 2 hours to build party tents, arrange tables and chairs, set up stations, hang decorations, test the sound system and prepare the reception table.

Frequently asked questions

How far in advance should I organise a Family Games Day?: Reserve the venue and set the date at least 6–8 weeks ahead. Send invitations after the programme is clear, and close registrations about 7 days before the event so you can finalise teams, food and materials.
How much setup time does a Family Games Day need?: Allow at least 2 hours before participants arrive for tents, tables, chairs, game stations, food, drinks and the reception table. Add 30 minutes if the venue needs extensive decoration or equipment testing.
How many games should a Family Games Day include?: Plan 4–6 active stations plus 1–2 quieter options such as board games or playing cards for a half-day event. Keep each round to roughly 15–25 minutes and schedule 10–15 minutes for movement and resetting.
When should I print the game rules and scorecards?: Finalise and print them 1–2 days before the event, after registrations and team assignments are closed. Keep one rule sheet at each station and spare copies at the reception table.

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.