How to organise an ice skating day

Start by fixing the rink before you invite anyone: availability, group package, arrival time and catering rules determine the rest of the plan. Build one participant list, collect registrations and skate sizes, then confirm transport and parking details. In the final week, place the food order and check every practical item, from coolers and thermos flasks to wristbands and skate guards. On the day, set up reception, drinks and snacks before the group arrives so check-in does not delay the ice session.

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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
Create the participant list
2
Reserve an ice rink
3
Confirm the group package
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Take stock of transport
8
Share parking information
9
Confirm final participants
10
Collect skate sizes
11
Place catering order
12
Do the shopping
2 people
13
Chill drinks
2 people
14
Prepare snacks
3 people
15
Portion refreshments
2 people
16
Collect materials
2 people
17
Check route and times
18
Fill coolers
2 people
19
Load catering
2 people
20
Load materials
2 people
21
Set up the reception desk
2 people
22
Set up buffet tables
2 people
23
Set up drink station
2 people
24
Hang decorations
2 people
25
Display snacks
2 people

Event

26
Staff the registration desk
2 people
27
Welcome participants
2 people
28
Hand out skates
2 people
29
Explain skating rules
30
Take group photo
31
Guide the first skating round
2 people
32
Refill drinks
33
Refill snacks
34
Serve hot drinks
2 people
35
Serve break snacks
2 people
36
Supervise the second skating session
2 people
37
Set up the dinner buffet
3 people
38
Serve dinner buffet
3 people
39
Lead the third skating round
2 people
40
Announce the final round
41
Collect skates
2 people
42
Say goodbye to participants
2 people

Aftercare

43
Clear away food and drinks
2 people
44
Clear tables and chairs
2 people
45
Collect waste
2 people
46
Clean the venue
2 people
47
Load materials
2 people
48
Return materials
49
Clear away leftover stock
50
Return borrowed items

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 40
Buffet tablesqty 3
Tableclothsqty 6
Coat racksqty 3

Tableware

Reusable cupsqty 80
Platesqty 50
Cutlery setsqty 50
Coffee cupsqty 40
Serving plattersqty 8
Serving tongsqty 6

Kitchen

Thermos flasksqty 4
Kettlesqty 2
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Coolersqty 4
Ice cube traysqty 4

Equipment

Extension cordsqty 3
Power stripsqty 3
Rechargeable lampsqty 4

Sports equipment

Conesqty 12
Vestsqty 12
Ice skate guardsqty 40
Towelsqty 40
Wristbandsqty 50

Decorations

Buntingqty 6
Balloonsqty 40
Balloon weightsqty 4
Welcome sign
Pensqty 6
Name stickersqty 50

Cleaning

Waste binsqty 4
Hand soap dispensersqty 2
Cleaning clothsqty 12
Dish brushesqty 2

Lighting

String lightsqty 3

Catering

Groceries

Tips

Reserve the rink and confirm the group package before sending invitations. Ask about the booking deadline, included equipment and the latest time you can change the participant count.
Set a registration deadline at least 10 days before the skating day. Use it to collect each participant’s skate size, dietary requirements and transport needs, then send one final list to the rink.
Confirm the final headcount 5–7 days beforehand and order catering for that number. Plan refreshments around the schedule: chill drinks, prepare snacks and portion them before loading the coolers.
Send route, arrival and parking information with the invitation and repeat it 2–3 days before the event. Check the journey time at the planned arrival hour, not only the off-peak travel time.
Set up the reception desk, welcome sign and wristbands before guests arrive. Keep towels, skate guards, cones and vests together, and test extension cords, power strips and rechargeable lamps before opening the drink station.

Frequently asked questions

How far in advance should I book an ice rink for a group?: Book the rink as soon as you know the preferred date, ideally 6–8 weeks ahead for a group. Confirm the group package, arrival time, catering rules and the deadline for changing numbers before you pay or invite participants.
When should I collect skate sizes for an ice skating day?: Collect skate sizes during registration and close the list 7 days before the event. Send the final sizes to the rink or equipment provider at least 3–5 days ahead, then bring a way to record last-minute changes.
How much food and drink should I plan for an ice skating day?: Use the confirmed participant count and add about 10% for snacks and non-alcoholic drinks. Prepare drinks before loading the coolers, and place the catering order at least 5–7 days before the event if the supplier requires advance notice.
What should I do on the morning of an ice skating day?: Arrive 60–90 minutes before the group to set up reception, buffet tables and the drink station. Load and check materials before leaving, then keep skate guards, towels, wristbands and any safety equipment easy to reach.

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