How to organise a Street Play Day from start to finish

A Street Play Day needs more than games and a closed road. Start with permits, insurance and the traffic plan, then confirm suppliers, equipment and resident communication before you invite people to sign up. In the final week, turn the programme into clear volunteer instructions and prepare each station separately. On the day, allow time for access, safety checks, chilled drinks and a weather-ready layout before the first game begins.

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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
Check permit and notification
2
Apply for road closure
3
Check insurance
4
Reserve suppliers
5
Reserve game equipment
6
Invite local residents
2 people
7
Distribute invitations
3 people
8
Register sign-ups
9
Collect dietary requirements
10
Assign volunteers
2 people
11
Put together the game schedule
2 people
12
Check the weather forecast
13
Inform nearby residents
2 people
14
Share traffic plan
15
Create volunteer instructions
16
Create First Aid Contact List
17
Create floor plan
18
Check the purchase list
2 people
19
Order groceries
20
Arrange keys and access
21
Collect materials
3 people
22
Pick up groceries
2 people
23
Chill drinks
2 people
24
Portion snacks
3 people
25
Prepare game stations
4 people
26
Give volunteer briefing
2 people
27
Prepare weather scenario
2 people
28
Prepare waste stations
2 people

Event

29
Close off street
4 people
30
Set up traffic signs
3 people
31
Set up tables and chairs
4 people
32
Build party tents
4 people
33
Connect sound
2 people
34
Lay out game materials
4 people
35
Hang decorations
3 people
36
Set up information table
2 people
37
Set up first aid table
2 people
38
Set up the catering table
3 people
39
Set out coffee and tea
2 people
40
Staff the registration table
2 people
41
Announce the opening
42
Explain the rules
3 people
43
Guide children during activities
8 people
44
Monitor traffic barriers
2 people
45
Serve food and drinks
4 people
46
Refill drinks
2 people
47
Empty waste stations
2 people
48
Restock game supplies
2 people
49
Operate the music
50
Check photo permission
51
Hand out prizes
2 people
52
Support the evening program
4 people
53
Announce the final round
54
Ensure visitors leave safely
4 people
55
Finalizing food and drinks
3 people

Aftercare

56
Sort game equipment
4 people
57
Take down tents
4 people
58
Clear tables and chairs
4 people
59
Collect waste
4 people
60
Clean the street
4 people
61
Remove traffic signs
3 people
62
Turn off sound and lighting
2 people
63
Wash dishes
3 people
64
Empty coolers
2 people
65
Collect lost and found items
66
Return materials
3 people
67
Return borrowed items
2 people
68
Store leftovers
2 people
69
Handle suppliers
70
Report lost and found items
71
Inform residents about the wrap-up

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 40
Beer tablesqty 4
Picnic blanketqty 8
Changing cubicle

Equipment

Battery speakerqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Power banksqty 4
Coolersqty 4
Thermos flasksqty 4

Lighting

LED light stringsqty 6
LED lampsqty 6

Traffic equipment

Crowd barriersqty 12
Traffic conesqty 16
Closing signsqty 4
Marker tapeqty 4

Sports equipment

Footballsqty 6
Basketballsqty 4
Vestsqty 20
Conesqty 30
Hoopsqty 12
Skipping ropesqty 12
Sidewalk chalkqty 24
Water balloonsqty 500
Sponge ballsqty 30
Can toss setqty 2
Ring toss setqty 2
Cornhole game
Tug of war rope
Water tablesqty 2
Plastic binsqty 8
Bubble solutionqty 12
Costumesqty 2
Board gamesqty 8
Card gamesqty 6

Decorations

Balloonsqty 150
Buntingqty 12
Tableclothsqty 8
Tapeqty 8
Ropeqty 4
Chalkboardsqty 4
Directional signsqty 12

Tableware

Reusable cupsqty 180
Reusable platesqty 180
Reusable cutleryqty 180
Serving spoonsqty 8
Small bowlsqty 12
Coffee cupsqty 60
Teaspoonsqty 60

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Pliersqty 6
Measuring cupsqty 2
Food storage containersqty 12
Aluminum foilqty 2
Ice packsqty 20

Cleaning

Waste binsqty 8
Hand broomsqty 4
Dustpan and brushqty 2
Bucketsqty 4
Mopsqty 4
Cleaning spongesqty 8
Hand soap dispensersqty 4

Safety

First aid kitsqty 2
Safety vestsqty 12
Flashlightsqty 4
Fever thermometer

Information

Program boardsqty 4
Registration formsqty 200
Pensqty 20
Wristbandsqty 200
Portal clampsqty 12

Catering

Groceries

Tips

Start permits and road-closure arrangements at least 6–8 weeks ahead. Confirm whether you need a formal application, a notification or both, and keep the approval available for the event team.
Give nearby residents two notices: an early invitation and a practical traffic update 7–10 days before the event. Include closure times, access arrangements and a contact person so questions do not arrive on the morning itself.
Build the game schedule around stations rather than one long queue. Prepare at least one responsible volunteer per active area, label equipment such as balls, cones, hoops and skipping ropes, and keep spare materials together.
Create one volunteer pack with the timetable, site plan, first-aid contacts, access information and closing duties. Share it at least 3 days before the event; a verbal briefing alone is easy to miss.
Plan food, power and weather together during the final week. Chill drinks, portion snacks and check tents, tables, coolers, extension cords and power banks before setup, then review the forecast 24–48 hours beforehand.

Frequently asked questions

How far in advance should I organise a Street Play Day?: Start 6–8 weeks before the event, especially if you need a road closure or permit. Finalise volunteers, equipment and the game schedule during the last 7 days.
When should I tell local residents about a Street Play Day?: Send the first invitation at least 3–4 weeks ahead. Share the final traffic and access plan 7–10 days before the event, then inform nearby residents again if timings change.
How many volunteers do I need for a Street Play Day?: Plan for one named volunteer per active game station, plus at least two people for check-in, first aid coordination and general issues. Add one setup and one closing team so stations are not left unattended.
When should I check the weather for a Street Play Day?: Make a first check 3 days before the event and a final decision 24–48 hours beforehand. Use that review to confirm tents, lighting, sheltered seating and any changes to the station layout.

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.