How to organise a parent-child afternoon

A parent-child afternoon works best when the programme, registration and supervision plan are settled before you buy food or sort activities. Start by fixing the date, booking the rooms and grounds, and choosing activities that work for both adults and children. Then collect registrations, dietary requirements and volunteer availability so you can assign supervisors and prepare the final visitor list. Leave time for weather checks, food preparation, signage and equipment testing in the last few days.

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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 rooms and grounds
3
Select activities
3 people
4
Reserve suppliers
5
Draft invitations
2 people
6
Send invitations
2 people
7
Open the registration form
8
Process registrations
9
Collect dietary requirements
10
Recruit volunteers
2 people
11
Assign activity supervisors
2 people
12
Create the final visitor list
13
Send program to attendees
14
Check the weather forecast
15
Check the shopping list
2 people
16
Check materials
2 people
17
Sort game materials
2 people
18
Prepare name labels
2 people
19
Make route signs
20
Do the shopping
3 people
21
Store chilled products
2 people
22
Prepare snacks
4 people
23
Wash and cut vegetables
3 people
24
Portion dips and sauces
2 people
25
Portion the dessert
2 people
26
Set up tables and chairs
4 people
27
Build party tents
4 people
28
Set up activity stations
5 people
29
Set up craft tables
2 people
30
Set out the sports field
2 people
31
Set up the treasure hunt
3 people
32
Connect the sound system
2 people
33
Hang lighting
2 people
34
Set up buffet
4 people
35
Chill drinks
2 people
36
Set up the coffee station
2 people
37
Lay out crockery and cutlery
2 people
38
Check toilets
39
Place waste stations
2 people
40
Set up information table
2 people
41
Lay out name tags
42
Brief volunteers
3 people
43
Carry out a safety check
2 people

Event

44
Support check-in and registration
3 people
45
Hand out name tags
2 people
46
Welcome and explain the program
47
Serve coffee and tea
2 people
48
Guide children during the craft activity
3 people
49
Guide sports activities
4 people
50
Supervise games
3 people
51
Guide the scavenger hunt
3 people
52
Refill drinks
2 people
53
Present snacks
3 people
54
Refill snacks
2 people
55
Hand out prizes
2 people
56
Open the buffet
2 people
57
Serve the buffet
4 people
58
Serve diet meals
2 people
59
Supervise children's activities
3 people
60
Provide music
61
Serve dessert and fruit
3 people
62
Lead the closing session
2 people
63
Guide the departure and exit
3 people
64
Collect lost and found items

Aftercare

65
Clear away food and drinks
4 people
66
Collect and sort waste
3 people
67
Wash dishes
3 people
68
Clear tables and chairs
4 people
69
Clear away activity materials
3 people
70
Clean the venue
4 people
71
Clean the restrooms
2 people
72
Take down party tents
4 people
73
Pack equipment
2 people
74
Inventory materials
2 people
75
Return borrowed items
2 people
76
Store leftovers safely
77
Return lost and found items

What to bring

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

Furniture

Party tentqty 2
Folding tableqty 10
Chairqty 90
Buffet tableqty 3
Stoolqty 8
Table linenqty 12

Tableware

Reusable plateqty 100
Reusable bowlqty 90
Reusable cupqty 120
Coffee cupqty 50
Tea glassqty 50
Cutlery setqty 100
Serving spoonqty 12
Trayqty 16
Pitcherqty 8

Kitchen

Coffee makerqty 2
Kettleqty 2
Thermosqty 6
Cutting boardqty 4
Kitchen knifeqty 6
Cool boxqty 4
Serving tongsqty 8
Bread basketqty 6

Equipment

Bluetooth speakerqty 2
Microphone
Extension cordqty 6
Power stripqty 4
Rechargeable power bankqty 2

Decorations

Buntingqty 8
Balloonsqty 100
Balloon pumpqty 2
Welcome sign
Route signqty 10
Name badge holderqty 100
Name labelsqty 100
Table décorqty 12

Lighting

String lightsqty 6
LED lanternqty 8

Sports equipment

Soccerqty 4
Basketballqty 2
Softballqty 6
Hoopqty 12
Marker coneqty 30
Jump ropeqty 12
Relay batonqty 8
Field markingqty 2

Game materials

Board gameqty 12
Puzzleqty 8
Scavenger hunt mapqty 40
Punch cardqty 100
Colored pencil setqty 20
Scissorsqty 20
Glue stickqty 30
Craft paperqty 10
Paint apronqty 20

Safety

First aid kit
Flashlightqty 4
Barrier tapeqty 2
Non-slip matqty 6

Catering

Groceries

Tips

Set the programme before sending invitations. Include the start and finish time, activity blocks, food moments and any route between rooms or outdoor areas, so families know what to expect.
Close registrations early enough to act on the numbers. Use the final visitor list to calculate chairs, cups, plates, snacks and activity materials, and keep dietary requirements with the catering notes.
Assign one supervisor to each activity rather than asking volunteers to cover everything. Give them the activity instructions, expected group size and a clear handover time before the afternoon starts.
Prepare food in stages: wash and cut vegetables, portion dips and sauces, and portion dessert before guests arrive. Store chilled products in a cool box or other cold storage until serving.
Do a final site check 24 hours beforehand and again on the morning itself. Check the weather, tent and tables, power leads, speaker or microphone, game materials, name labels and route signs.

Frequently asked questions

How far in advance should I organise a parent-child afternoon?: Set the date and reserve rooms or outdoor grounds at least 6 to 8 weeks ahead. Open registration as soon as the programme and invitation are ready, then close it about 7 days before the event so you can confirm food, materials and supervision.
How many volunteers do I need for a parent-child afternoon?: Plan at least one activity supervisor for each activity running at the same time, plus two people for welcome, food and general help. Confirm the volunteer roster no later than 10 days before the event and assign cover for breaks.
When should I prepare the food for a parent-child afternoon?: Prepare vegetables, dips, sauces and dessert portions on the day before when possible. Buy or collect chilled products within 24 hours of serving and keep them cold until the buffet opens.
What should I check the day before a parent-child afternoon?: Check the weather forecast, final visitor list, dietary requirements, materials and power supply 24 hours beforehand. Recheck outdoor furniture, the party tent, signage and activity equipment on the morning of the event.

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.