How to organize a Children's Week

Start by fixing the dates, daily programme and participant limit before inviting anyone. Registrations should capture dietary requirements, emergency contacts and signed consent forms, because chasing missing details during the week causes delays. Build the activity schedule around age groups and available game materials, then assign children to groups before arrival. In the final days, separate shopping into non-perishable and refrigerated items and prepare the venue so registration, meals and activities can run at the same time.

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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
Set the participant limit
2 people
3
Send invitations
2 people
4
Process registrations
2 people
5
Collect dietary requirements
2 people
6
Check emergency contacts
2 people
7
Collect consent forms
2 people
8
Make reservations
9
Develop the activity schedule
3 people
10
Create group assignments
2 people
11
Check game materials
2 people
12
Finalize shopping list
2 people
13
Do the shopping
3 people
14
Store non-perishable food supplies
2 people
15
Purchase refrigerated products
2 people
16
Bring materials to the venue
3 people
17
Check venue and toilets
2 people
18
Set up tables and chairs
4 people
19
Build party tents
4 people
20
Hang decorations
3 people
21
Set up game stations
4 people
22
Set up kitchen and serving area
3 people
23
Print attendance lists

Event

24
Set up the reception desk
2 people
25
Register participants
3 people
26
Hand out wristbands
2 people
27
Explain the house rules
2 people
28
Lead icebreaker games
4 people
29
Serve afternoon drinks
3 people
30
Refill drinks
2 people
31
Serve dinner
5 people
32
Supervise the evening game
4 people
33
Escort children home
4 people
34
Prepare breakfast
4 people
35
Serve breakfast
5 people
36
Lead the creative activity
5 people
37
Prepare lunch
4 people
38
Serve lunch
5 people
39
Guide the scavenger hunt
6 people
40
Hand out fruit and drinks
3 people
41
Support the sports tournament
5 people
42
Serve the hot meal
5 people
43
Lead the campfire evening
5 people
44
Prepare breakfast
4 people
45
Serve breakfast
5 people
46
Supervise water games
6 people
47
Serve lunch
5 people
48
Supervise the crafts activity
5 people
49
Distribute snacks
3 people
50
Lead team games
6 people
51
Serve the hot meal
5 people
52
Supervise movie night
4 people
53
Prepare breakfast
4 people
54
Serve breakfast
5 people
55
Guide the nature activity
6 people
56
Serve lunch
5 people
57
Supervise the building activity
5 people
58
Refill drinks
2 people
59
Run the music game
4 people
60
Serve the hot meal
5 people
61
Host quiz night
4 people
62
Prepare breakfast
4 people
63
Serve breakfast
5 people
64
Lead the final games
6 people
65
Serve lunch
5 people
66
Facilitate presentations
4 people
67
Welcome parents
3 people
68
Guide farewell activity
5 people
69
Serve farewell meal
5 people
70
Check out participants
3 people

Aftercare

71
Wash dishes
3 people
72
Collect waste
2 people
73
Store game equipment
3 people
74
Clear the venue completely
6 people
75
Put tables and chairs back
4 people
76
Remove decorations
3 people
77
Deep clean the kitchen
4 people
78
Take waste to the collection point
2 people
79
Inventory materials
2 people
80
Return borrowed materials
2 people
81
Store leftover food
2 people
82
Handle lost property
83
Archive participant information

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Chairsqty 55
Beer tablesqty 4
Coat racksqty 3

Tableware

Reusable platesqty 60
Reusable bowlsqty 60
Reusable cupsqty 80
Reusable cutleryqty 80
Serving spoonsqty 12
Pouring jugsqty 8

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Mixing bowlsqty 8
Storage binsqty 12
Food warmersqty 6
Coolersqty 6
Thermos flasksqty 6
Kettlesqty 3
Hot platesqty 3

Equipment

Bluetooth speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Projector
Projection screen

Sports equipment

Footballsqty 6
Basketballsqty 4
Volleyball net
Conesqty 30
Hoopsqty 15
Skipping ropesqty 15
Water gunsqty 20
Spongesqty 20
Relay batonsqty 12
Blindfoldsqty 12
Ropeqty 100

Decorations

Buntingqty 8
Balloonsqty 100
Tableclothsqty 12
Name badgesqty 60
Wristbandsqty 60
Tapeqty 8
Markersqty 40
Craft paperqty 10
Paint setsqty 8
Brushesqty 40
Scissorsqty 20
Glue sticksqty 30
Colored pencilsqty 20
Craft cardboardqty 10
Beadsqty 1000
Woolqty 10

Lighting

LED lampsqty 8
String lightsqty 4
Flashlightsqty 12

Cleaning

Bucketsqty 6
Mopsqty 4
Broom setsqty 3
Spongesqty 12
Rubber glovesqty 8
Waste binsqty 6

Catering

Groceries

Tips

Set the participant limit before sending invitations. Use the limit to create balanced groups and to check whether you have enough chairs, cups, sports equipment and adult supervision for every session.
Collect dietary requirements, emergency contacts and consent forms during registration, not on the first morning. Set a deadline at least 7 days before the start so you have time to follow up missing information.
Finish the activity schedule before assigning groups. Keep a written plan for each station, including the equipment needed, and prepare a backup activity in case weather prevents outdoor games.
Shop in two stages: buy non-perishable food and supplies several days ahead, then purchase refrigerated products no more than 1–2 days before they are needed. Store chilled items in coolers or a refrigerator until serving.
Set up the reception desk and attendance lists before children arrive. Check toilets, tables, chairs, tents, power connections and kitchen areas during the venue inspection rather than discovering problems at opening time.

Frequently asked questions

How far in advance should I plan a Children's Week?: Set the dates and participant limit at least 6–8 weeks ahead, especially if reservations or shared venues are involved. Send invitations once the programme outline is ready, then set a registration deadline about 2 weeks before the start.
When should I collect consent forms and emergency contacts?: Request both when families register and set a firm deadline 7 days before the first activity. Review the attendance list and follow up every missing form before final group assignments are made.
How much food should I buy for a Children's Week?: Base quantities on the confirmed participant list, including staff, and plan each meal separately rather than buying one large reserve. Purchase non-perishable supplies several days early and refrigerated products 1–2 days before serving.
When should I set up the Children's Week venue?: Complete the venue and toilet check at least one day before the programme if access allows. Set up tables, chairs, tents, activity stations, the kitchen area and reception desk before registration opens on the first day.

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