How to organise a movement afternoon

A movement afternoon works best when the programme, venue and supervision are settled before you invite anyone. Start by booking a suitable sports venue, setting the date and checking permission and insurance. Then manage registrations, dietary information and volunteer roles before preparing the equipment, food and registration desk. The common failures are late weather decisions, missing contact details and sports stations without enough equipment or supervision.

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 the sports venue
2
Set the date and program
2 people
3
Check insurance and permission
4
Draft invitations
2 people
5
Send invitations
2 people
6
Register sign-ups
7
Collect dietary requirements
8
Check participants' contact details
9
Send program to attendees
10
Assign volunteers
2 people
11
Brief chaperones
2 people
12
Check the weather forecast
13
Create final participant list
14
Pass dietary requirements to catering
15
Check the shopping list
2 people
16
Do the shopping
2 people
17
Gather sports equipment
2 people
18
Check materials
2 people
19
Prepare participant badges
2 people
20
Prepare music and playlist
21
Chill drinks
2 people
22
Prepare fruit and snacks
3 people
23
Prepare the lunch buffet
3 people
24
Set up the registration table
2 people
25
Set up tables
3 people
26
Set up chairs
3 people
27
Set up the sports stations
4 people
28
Hang up signage
2 people
29
Test sound system
2 people
30
Conduct a safety check
2 people
31
Prepare first aid supplies
32
Welcome volunteers
2 people
33
Give volunteer briefing
2 people

Event

34
Receive participants
4 people
35
Register attendance
2 people
36
Hand out badges
2 people
37
Explain the program
38
Lead the warm-up
2 people
39
Guide walking at the exercise station
2 people
40
Guide the ball game activity station
2 people
41
Guide target practice station
2 people
42
Guide the dance activity station
2 people
43
Distribute water and fruit
3 people
44
Refill drinks
2 people
45
Swap sports equipment
3 people
46
Guide the second movement round
8 people
47
Supervise the quiet room
2 people
48
Serve break drinks
3 people
49
Open the lunch buffet
2 people
50
Serve lunch buffet
4 people
51
Serve diet meals separately
2 people
52
Serve coffee and tea
2 people
53
Clear tables in between
3 people
54
Announce evening program
55
Lead the light movement quiz
2 people
56
Assist the music activity
2 people
57
Refill drinks
2 people
58
Serve evening snacks
2 people
59
Guide the cool-down
2 people
60
Give a thank-you speech
61
See participants off
3 people
62
Collect lost property

Aftercare

63
Gather sports equipment
4 people
64
Take down tables and chairs
4 people
65
Wash dishes
3 people
66
Collect waste
3 people
67
Clean the kitchen
2 people
68
Clean the sports floor
2 people
69
Check toilets
70
Hand over the venue
2 people
71
Return materials
2 people
72
Return borrowed items
2 people
73
Thank participants
74
Report lost and found items

What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 70
Registration desk
Rest benchesqty 4
Coat racksqty 2

Sports equipment

Footballsqty 6
Softballsqty 12
Basketballsqty 4
Volleyballqty 3
Tennis ballsqty 20
Badminton racketsqty 12
Badminton shuttlecocksqty 24
Hoopsqty 12
Conesqty 30
Marker discsqty 30
Vestsqty 30
Skipping ropesqty 15
Relay batonsqty 12
Balance matsqty 8
Yoga and fitness matsqty 30
Resistance bandsqty 20
Dartboard
Dart arrowsqty 6
Scoreboardsqty 4
Stopwatchesqty 4
Pedometersqty 20
Waterproof sports conesqty 20
Intermission ballsqty 6
Portable basketball hoop
Target clothsqty 4
Table tennis paddlesqty 8
Table tennis ballsqty 24
Table tennis table
Pedometer cardsqty 70

Tableware

Reusable drinking glassesqty 80
Platesqty 80
Bowlsqty 20
Cutlery setsqty 80
Coffee cupsqty 50
Serving traysqty 8

Kitchen

Kettlesqty 2
Coffee machinesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Serving spoonsqty 8
Pliersqty 6
Food containersqty 12

Equipment

Portable speakerqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Rechargeable batteriesqty 12

Lighting

LED lampsqty 6
String lightsqty 4

Decorations

Wayfinding signsqty 12
Program boardsqty 6
Name badge holdersqty 70
Tableclothsqty 8
Buntingqty 6
Notice boardsqty 2

Cleaning

Waste binsqty 6
Bucketsqty 4
Mopsqty 4
Broom setsqty 2
Hand broomsqty 4
Dustpan and brushqty 2
Cleaning glovesqty 6
Laundry basketsqty 4

Safety

First aid kit
Ice packsqty 6
Non-slip matsqty 8
Barrier tapeqty 2
Flashlightsqty 4

Catering

Groceries

Tips

Set the date and programme before sending invitations, then give attendees the final programme before the event. Allow at least 2 weeks between invitations and the afternoon so you have time to register participants and check their contact details.
Create the final participant list after registrations close and pass dietary requirements to catering before shopping. Keep one printed copy at the registration desk, especially if the contact details were collected online.
Assign volunteers to specific activities rather than asking for general help. Brief chaperones on supervision, transitions between stations and what to do if someone is injured or leaves the activity area.
Count equipment by activity before setup: balls, rackets, shuttlecocks, cones, vests, stopwatches and scoreboards should be matched to the number of stations and groups. Check everything the day before, including batteries or other small parts that are easy to overlook.
Check the weather forecast the day before and again on the morning of the event. Set a clear decision time for outdoor activities, and prepare waterproof cones, rest areas and an adjusted programme instead of leaving changes until participants arrive.

Frequently asked questions

How far in advance should I organise a movement afternoon?: Book the sports venue and set the date at least 6 to 8 weeks ahead. Send invitations around 4 weeks before the event, leaving at least 1 week to finalise registrations, dietary requirements and volunteer assignments.
How many volunteers do I need for a movement afternoon?: Plan for at least 1 responsible adult per activity station, plus 1 person at registration and 1 overall coordinator. For groups of children, add enough chaperones to keep every area supervised during transitions and breaks.
When should I prepare the sports equipment and food?: Check and group the sports equipment 1 day before, then set up the registration table and stations before participants arrive. Chill drinks and prepare fruit and snacks on the day; finish the lunch buffet shortly before the planned meal.
What should I do if the weather changes on the day?: Make the go-or-no-go decision at a fixed time, such as 3 hours before the start, using the forecast and the venue’s safety rules. Inform attendees immediately and use the adjusted programme, indoor space or waterproof equipment rather than improvising after activities begin.

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.