How to organise a Friendship Day

A successful Friendship Day depends on a clear order of work: confirm the date and venue first, then manage registrations, food requirements, games and equipment. Plan the practical details before you decorate, especially refrigeration, power, shade and waste collection. On the day, separate setup into zones for registration, food, drinks and games so volunteers know where to work. Allow extra time for late replies, changing dietary information and checking the grounds before guests arrive.

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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
Reserve the venue and grounds
3
Draft invitations
2 people
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Update participant list
8
Prepare the game schedule
3 people
9
Check game materials
2 people
10
Finalize the shopping list
2 people
11
Do the shopping
3 people
12
Store drinks refrigerated
2 people
13
Separate meat and vegetarian food
2 people
14
Prepare snacks
3 people
15
Prepare barbecue
2 people
16
Inspect the grounds
2 people
17
Set up tables and chairs
4 people
18
Build party tents
4 people
19
Set out game zones
3 people
20
Hang decorations
3 people
21
Connect the sound system
2 people
22
Set up the buffet and bar
3 people
23
Set out tableware and cutlery
2 people
24
Set up the registration table
25
Brief volunteers
2 people

Event

26
Welcome guests
3 people
27
Explain the program and house rules
2 people
28
Lead the game rounds
6 people
29
Refill drinks
2 people
30
Serve snacks
3 people
31
Light the barbecue
2 people
32
Serve barbecue
4 people
33
Serve dessert and marshmallows
3 people
34
Supervise the evening game
5 people
35
Operate music and lighting
36
See off guests and manage departure
3 people

Aftercare

37
Collect waste
4 people
38
Safely extinguish barbecue
2 people
39
Clear tables and chairs
4 people
40
Take down party tents
4 people
41
Wash dishes and cutlery
3 people
42
Clean the venue
4 people
43
Sort game equipment
2 people
44
Switch off equipment
2 people
45
Collect lost and found items
46
Chill leftover food
2 people
47
Return materials
2 people
48
Take waste to the collection point
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 50
Beer tablesqty 4
Buffet tablesqty 3
Bar
Registration desk
Waste binsqty 6

Tableware

Reusable platesqty 60
Reusable bowlsqty 60
Reusable cupsqty 100
Cutlery setsqty 60
Serving spoonsqty 8
Small bowlsqty 12
Serving traysqty 6

Kitchen

Barbecueqty 2
Barbecue tongsqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Coolersqty 4
Thermos flasksqty 4
Water jugsqty 6
Food containersqty 12
Aluminum barbecue traysqty 6

Equipment

Bluetooth speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Rechargeable batteriesqty 12

Sports equipment

Footballsqty 4
Volleyballqty 2
Frisbeesqty 6
Conesqty 30
Tug of war rope
Skipping ropesqty 6
Water balloonsqty 200

Decorations

Buntingqty 8
Balloonsqty 100
Tableclothsqty 8
Name stickersqty 80
Markersqty 12
Directional signsqty 8

Lighting

LED light stringsqty 4
LED lampsqty 6
Flashlightsqty 6

Cleaning

Washing-up basinsqty 3
Spongesqty 12
Dish brushesqty 4
Bucketsqty 4
Broom setsqty 3
Mopsqty 3
Work glovesqty 8

Catering

Groceries

Tips

Set the date, programme and venue before sending invitations. Close registrations at least 7 days before the event so you can update the participant list, dietary requirements and shopping quantities.
Prepare the game schedule before setting out the game zones. Check every game material the day before, and leave at least 15 minutes between activities for moving groups and explaining the rules.
Plan the barbecue and buffet as separate work areas. Keep meat and vegetarian food apart, refrigerate drinks in advance, and prepare snacks early enough that the food team is not cooking and serving at the same time.
Finish the physical setup at least 60 minutes before arrival. Put tables, chairs, tents, registration and waste bins in place first; decorations and the sound system can follow once the main routes are clear.
Brief volunteers in short, specific shifts rather than asking everyone to do everything. Assign one person to registration, one to the buffet and bar, one to games and one to sound and power, then confirm the handover times.

Frequently asked questions

How far in advance should I plan a Friendship Day?: Start at least 4 weeks before the event. Reserve the venue, set the programme and send invitations early, then close registrations about 7 days before the day so food and seating numbers are reliable.
How much time do I need to set up Friendship Day?: Allow 2 to 3 hours for the full setup, including tents, tables, chairs, game zones, buffet, registration and sound. Aim to finish the main setup 60 minutes before guests arrive.
When should I collect dietary requirements for Friendship Day?: Ask for dietary requirements when invitations are sent and set a clear reply deadline, ideally 7 days before the event. Check the final list again before shopping and keep vegetarian food separate during preparation and serving.
How should I organise games at Friendship Day?: Create the game schedule before the event and divide the grounds into clearly marked zones. Plan activities in blocks of about 30 to 45 minutes, with at least 15 minutes between games for transitions and instructions.

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