How to organise an Outdoor Play Day

An Outdoor Play Day needs more than a list of games. Start by fixing the date, location and programme, then work through permits, insurance, safety and volunteer cover before inviting families. The site plan should show activity zones, toilets, first aid, registration and shelter. Keep registrations open long enough to collect dietary and emergency contact details, and prepare a workable indoor or covered alternative before the forecast becomes a problem.

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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 play location
3
Arrange the permit and notification
4
Check insurance
5
Select activities
3 people
6
Create site map
2 people
7
Check safety risks
2 people
8
Recruit volunteers
2 people
9
Design invitations
10
Send invitations
2 people
11
Open the registration form
12
Process registrations
2 people
13
Collect dietary requirements
14
Collect emergency contact details
15
Schedule volunteers
2 people
16
Reserve game equipment
17
Reserve party tents
18
Reserve toilets
19
Reserve sound system
20
Arrange first aid staffing
2 people
21
Print the run sheet
22
Print volunteer instructions
23
Confirm registrations
2 people
24
Check the weather forecast
25
Prepare the backup weather plan
2 people
26
Do the shopping
3 people
27
Collect materials
3 people
28
Check game materials
2 people
29
Sort prizes and wristbands
2 people
30
Prepare route signs
2 people
31
Fill coolers
2 people
32
Prepare snacks
3 people
33
Chill drinks
2 people
34
Inspect the site
2 people
35
Set up tents and parasols
4 people
36
Set up tables and chairs
4 people
37
Set up the registration table
2 people
38
Set up the food and drink area
3 people
39
Set up game stations
6 people
40
Set up the bouncy castle
4 people
41
Connect sound
2 people
42
Hang decorations
3 people
43
Place waste stations
2 people
44
Set up first aid table
2 people
45
Welcome volunteers
2 people
46
Brief volunteers
3 people
47
Prepare the registration list

Event

48
Welcome visitors
4 people
49
Register children
3 people
50
Explain the rules
6 people
51
Supervise the bouncy castle
2 people
52
Guide sports games
4 people
53
Supervise the craft table
2 people
54
Supervise water games
3 people
55
Provide the music program
2 people
56
Serve snacks
3 people
57
Refill drinks
2 people
58
Empty trash bins
2 people
59
Keep dining tables clean
2 people
60
Store lost property
61
Present prizes
2 people
62
Guide visitors out
3 people

Aftercare

63
Collect game materials
5 people
64
Take down the bouncy castle
4 people
65
Store food safely
2 people
66
Clear away drinks and coolers
2 people
67
Take down tables and chairs
4 people
68
Take down tents and parasols
4 people
69
Remove decorations
3 people
70
Disconnect sound
2 people
71
Collect waste
4 people
72
Clean the grounds
4 people
73
Check toilets
2 people
74
Inventory materials
2 people
75
Return rented materials
2 people
76
Clear away leftover groceries
2 people
77
Register lost and found items
78
Return lost property

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 40
Picnic tablesqty 4
Beer table setsqty 4
Registration desk
Stoolsqty 8
Crowd control barriersqty 12
High tablesqty 4

Sports equipment

Footballsqty 8
Basketballsqty 4
Handballsqty 6
Korfball postsqty 2
Conesqty 30
Hoopsqty 20
Skipping ropesqty 15
Relay batonsqty 12
Bean bagsqty 30
Tennis ballsqty 24
Softballsqty 12
Frisbeesqty 10
Pogo ballsqty 8
Parachute cloth
Inflatable bouncy castle
Water tubsqty 4
Water gunsqty 20
Sponge ballsqty 30
Tug of war ropeqty 2
Blindfoldsqty 12
Sports vestsqty 30
Starting whistlesqty 6
Stopwatchesqty 4
Measuring tapesqty 3
Sidewalk chalkqty 20
Bubble solutionqty 12
Wooden game blocks
Treasure chest
Craft tablesqty 3
Craft chairsqty 12
Plastic binsqty 12
Low conesqty 20

Tableware

Reusable cupsqty 150
Reusable platesqty 120
Reusable cutleryqty 150
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Teapotsqty 3

Kitchen

Coolersqty 6
Thermos flasksqty 6
Water jugsqty 8
Cutting boardsqty 4
Bread knivesqty 3
Kitchen knivesqty 4
Measuring cupsqty 4
Serving spoonsqty 8
Serving traysqty 6
Kettlesqty 3
Coffee machinesqty 2
Tableclothsqty 10

Equipment

Portable sound system
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Rechargeable batteriesqty 16
Mobile phone chargersqty 4
Hand trucksqty 2
Toolboxesqty 2
Herringqty 40
Rubber malletsqty 4

Decorations

Buntingqty 12
Balloonsqty 150
Balloon ribbonqty 3
Directional signsqty 12
Program boardsqty 4
Chalkboardsqty 4
Markersqty 24
Wristbandsqty 150
Prizesqty 40
Name stickersqty 180

Lighting

LED light stringsqty 6
LED lampsqty 8
Extension cords for lightingqty 4

Cleaning

Waste binsqty 12
Hand broomsqty 4
Eye-catchersqty 4
Bucketsqty 6
Spongesqty 12
Microfiber clothsqty 20
Washing-up bowlsqty 3
Hand soap dispensersqty 6
Hand sanitizer pumpsqty 6
Toilet brushesqty 3
Rubber glovesqty 12
Paper towel dispensersqty 4

Safety

First aid kitsqty 2
Fever thermometersqty 2
Safety vestsqty 12
Flashlightsqty 6
Fire extinguishersqty 2
Emergency blanketsqty 6

Catering

Groceries

Tips

Set the programme before booking equipment. Group activities by area and age, then check that you have enough space for footballs, basketballs, relay games, water activities and any inflatable attraction without crossing walkways.
Treat the reserve location and weather plan as early tasks, not last-minute fixes. Confirm the alternative venue before sending invitations, and check the forecast again 48 hours and 24 hours before the event.
Plan volunteer cover by station and time slot. Registration, first aid, activity supervision, water games and equipment changes need named people; print the run sheet and instructions so volunteers are not relying on messages during the event.
Make safety visible on the site plan. Use barriers around restricted areas, keep a clear route to first aid and toilets, and decide who checks the inflatable equipment, water tubs, sports areas and trip hazards before opening.
Close registrations with enough time to prepare. A practical deadline is 5 to 7 days before the Play Day, giving you time to confirm attendance, dietary requirements, emergency contacts, volunteer shifts and equipment quantities.

Frequently asked questions

How far in advance should I organise an Outdoor Play Day?: Start at least 6 to 8 weeks ahead. Permits, insurance checks, toilets, tents, sound equipment, game equipment and volunteer recruitment can all take longer than expected.
When should I send invitations for an Outdoor Play Day?: Send invitations about 4 weeks before the event and keep registration open for around 2 to 3 weeks. Close it 5 to 7 days beforehand so you can confirm numbers and prepare safely.
How many volunteers do I need for an Outdoor Play Day?: Plan one named volunteer for registration, one for first aid coordination and at least one supervisor per active zone. Add extra cover for water games, the bouncy castle and busy arrival periods.
What should I do if it rains on the day?: Decide the cancellation or move-inside threshold at least 48 hours in advance. Confirm the reserve location, notify families and volunteers immediately, and adapt activities that need dry ground, tents or specialist equipment.

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.