How to organise a holiday game week

A holiday game week needs more than a list of activities. Start by fixing the date and location, then build a daily programme around the available space, volunteers and equipment. Registrations, dietary requirements and group assignments should be settled before you order food or prepare activity materials. On each day, use a short volunteer briefing, a registration desk and clearly labelled equipment crates to keep arrivals and activities 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 people
2
Arrange permits and notifications
3
Develop the daily program
3 people
4
Recruit volunteers
2 people
5
Send invitations
2 people
6
Process registrations
2 people
7
Collect dietary requirements
8
Assign participant groups
3 people
9
Create the volunteer schedule
2 people
10
Order activity materials
2 people
11
Order food and drinks
2 people
12
Check the weather forecast
13
Do the shopping
3 people
14
Check materials
3 people
15
Prepare name badges
2 people
16
Print the schedule and map
17
Set up tables and chairs
6 people
18
Prepare materials per activity
5 people
19
Hang decorations
4 people
20
Set up the reception table
2 people
21
Set out first aid and safety equipment
2 people
22
Set up registration and attendance list
2 people

Event

23
Welcome volunteers
3 people
24
Give the daily briefing
3 people
25
Register children
4 people
26
Hand out name badges
2 people
27
Lead the welcome game
5 people
28
Lead the craft morning
8 people
29
Refill drinks
2 people
30
Set up the lunch buffet
4 people
31
Serve lunch
6 people
32
Guide sports games
8 people
33
Lead the end-of-day wrap-up
4 people
34
Welcome volunteers
3 people
35
Give the daily briefing
3 people
36
Register children
4 people
37
Explain the scavenger hunt
5 people
38
Guide the scavenger hunt
10 people
39
Hand out fruit and drinks
3 people
40
Set up the lunch buffet
4 people
41
Serve lunch
6 people
42
Supervise water activities
8 people
43
Refill drinks
2 people
44
Lead the end-of-day wrap-up
4 people
45
Welcome volunteers
3 people
46
Give the daily briefing
3 people
47
Register children
4 people
48
Lead the music and dance game
6 people
49
Distribute snack breaks
3 people
50
Lead theatre workshops
8 people
51
Set up the lunch buffet
4 people
52
Serve lunch
6 people
53
Guide the stage performances
8 people
54
Refill drinks
2 people
55
Lead the end-of-day wrap-up
4 people
56
Welcome volunteers
3 people
57
Give the daily briefing
3 people
58
Register children
4 people
59
Distribute building materials
4 people
60
Supervise construction activities
10 people
61
Serve break drinks
3 people
62
Set up the lunch buffet
4 people
63
Serve lunch
6 people
64
Supervise carnival games
10 people
65
Refill drinks
2 people
66
Lead the end-of-day wrap-up
4 people
67
Welcome volunteers
3 people
68
Give the daily briefing
3 people
69
Register children
4 people
70
Lead the final games
10 people
71
Distribute snack breaks
3 people
72
Set up the lunch buffet
4 people
73
Serve lunch
6 people
74
Prepare awards ceremony
3 people
75
Handle prize ceremony
5 people
76
Support the closing party
10 people
77
Refill drinks
2 people
78
Safely hand over children
5 people

Aftercare

79
Clean up the day venue
6 people
80
Collect and sort waste
3 people
81
Store materials dry and safely
3 people
82
Rinse materials clean
4 people
83
Collect and sort waste
3 people
84
Clear the stage area
5 people
85
Clear away construction and play materials
6 people
86
Clear the venue completely
8 people
87
Wash dishes and supplies
5 people
88
Dispose of waste
3 people
89
Clean the venue
5 people
90
Inventory materials
3 people
91
Return borrowed materials
3 people
92
Store leftover stock
2 people
93
Return lost property
2 people
94
Send thank-you messages
2 people

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 12
Chairsqty 80
Beer tablesqty 6
Buffet tablesqty 4
Storage cratesqty 20

Tableware

Reusable cupsqty 220
Platesqty 220
Cutlery setsqty 220
Serving plattersqty 12
Serving tongsqty 8
Thermos flasksqty 6

Decorations

Buntingqty 12
Balloonsqty 150
Balloon pumpqty 3
Tableclothsqty 12
Name badgesqty 200
Directional signsqty 12
Prize ribbonsqty 40

Equipment

Portable speakersqty 2
Microphoneqty 2
Extension cordsqty 6
Power stripsqty 6
Coolersqty 6
Water jerry cansqty 6
Megaphone

Sports equipment

Footballsqty 8
Basketballsqty 4
Volleyballqty 4
Conesqty 40
Hoopsqty 20
Skipping ropesqty 20
Relay batonsqty 12
Water balloonsqty 500
Sponge ballsqty 30
Badminton setsqty 6
Dragnet
Game matsqty 8

Crafting

Apronsqty 30
Children's scissors setsqty 40
Paintbrushesqty 50
Mixing bowlsqty 30
Craft tableclothsqty 12
Cardboard sheetsqty 200
Glue gunsqty 8
Glue sticksqty 100
Permanent markersqty 40

Scavenger hunt

Scavenger hunt cardsqty 40
Route arrowsqty 30
Stamp setsqty 12
Magnifying glassesqty 20

Safety

First aid kitsqty 2
Safety vestsqty 20
Flashlightsqty 6
Sunscreen dispensersqty 4
Barrier tapeqty 4

Cleaning

Waste binsqty 10
Dustpan and brushqty 4
Broomsqty 4
Mopsqty 6
Bucketsqty 6
Hand soap dispensersqty 6

Catering

Groceries

Tips

Set the daily programme before inviting children. Include start and finish times, meal breaks and transitions, then allow at least 15 minutes between activities for moving groups and resetting equipment.
Close registrations several days before the first activity day. Use the final list to assign groups, collect dietary requirements and prepare name badges without last-minute handwriting.
Create the volunteer schedule around every activity block, not just the opening hours. Have the day’s team arrive early enough to check tables, chairs, sports equipment, drinking water and safety supplies.
Prepare one labelled crate per activity the day before. Check balls, cones, speakers, extension cords and other materials against the programme so missing equipment is found before children arrive.
Set up the reception table before opening time with the attendance list, name badges, printed schedule, map and directional signs. Keep first-aid and safety equipment visible, and give volunteers a briefing before registration starts.

Frequently asked questions

How far in advance should I plan a holiday game week?: Fix the date and location at least 8 to 12 weeks ahead, especially if permits or notifications are needed. Aim to send invitations 4 to 6 weeks before the first day and close registrations several days before the event.
How many volunteers do I need for a holiday game week?: Base the number on your group size, activities and supervision requirements, then create a shift plan for every time block. Have the full day team arrive 30 minutes before registration so setup and the briefing do not compete with welcoming children.
When should I order food and drinks for a holiday game week?: Order non-perishable drinks and supplies about 1 to 2 weeks ahead, using the registration count and dietary requirements. Buy fresh food shortly before each day and keep coolers ready before children arrive.
What should I prepare the day before a holiday game week?: Check every activity material, pack labelled crates, print the schedule and map, and prepare badges and attendance lists. Also confirm the weather forecast and finish the furniture, reception and safety setup plan by the end of the day.

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