How to organize a Family Day that runs smoothly

Start your Family Day plan with the date, location and expected attendance. Then work through invitations, dietary requirements and children’s activities before booking anything or buying food. About one week beforehand, finalize the guest list, site layout, reservations and deliveries. In the final two days, check stock, prepare food, set up activity materials and review the weather. This order prevents common delays, such as missing equipment, unclear activity times or too little cold storage for drinks.

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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
Confirm date and location
2 people
2
Draft invitations
2 people
3
Send invitations
2 people
4
Register sign-ups
5
Collect dietary requirements
6
Inventory children's activities
2 people
7
Compile the game schedule
2 people
8
Make reservations
9
Create final guest list
10
Work out site layout
2 people
11
Confirm deliveries
12
Check stock at home
2 people
13
Check the shopping list
2 people
14
Do the shopping
3 people
15
Check drinks and refrigeration
2 people
16
Collect game materials
2 people
17
Sort decorations
2 people
18
Make name badges
2 people
19
Make activity signs
2 people
20
Prepare snacks
4 people
21
Prepare desserts
2 people
22
Sort table settings
2 people
23
Check the weather forecast
24
Hand out the contact list
25
Inspect the grounds
3 people
26
Build party tents
4 people
27
Set up tables
4 people
28
Set up chairs
4 people
29
Set up buffet
3 people
30
Chill drinks
2 people
31
Set out tableware
3 people
32
Hang decorations
3 people
33
Set up game stations
4 people
34
Test sound equipment
2 people
35
Prepare coffee and tea
2 people
36
Set out salads and bread
3 people
37
Mark allergens
38
Set up the reception table
2 people
39
Give volunteer briefing
3 people

Event

40
Welcome guests
4 people
41
Check attendance
2 people
42
Hand out name badges
2 people
43
Serve coffee and tea
3 people
44
Deliver the welcome speech
45
Take a family photo
2 people
46
Guide the game round
6 people
47
Supervise children's activities
4 people
48
Serve snacks
3 people
49
Refill drinks
2 people
50
Open the buffet
2 people
51
Refill buffet
4 people
52
Serve diet meals
2 people
53
Collect tableware
3 people
54
Serve dessert
3 people
55
Provide music
56
Supervise the evening game
4 people
57
Refill coffee and tea
2 people
58
Farewell and thank-you speech
59
See off guests
3 people

Aftercare

60
Collect waste
4 people
61
Store food safely
3 people
62
Wash dishes
4 people
63
Clear tables and chairs
5 people
64
Take down party tents
4 people
65
Clean up game materials
3 people
66
Clean the venue
4 people
67
Remove decorations
3 people
68
Inventory materials
2 people
69
Return borrowed items
2 people
70
Clean coolers
2 people
71
Distribute leftovers
2 people
72
Empty waste containers
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Buffet tablesqty 3
Folding chairsqty 80
Beer tablesqty 4
Patio chairsqty 12
High tablesqty 4
Tablecloth clipsqty 20

Tableware

Reusable platesqty 90
Dessert platesqty 90
Soup bowlsqty 80
Drinking glassesqty 100
Coffee cupsqty 70
Coffee spoonsqty 70
Forksqty 90
Knivesqty 90
Spoonsqty 90
Serving tongsqty 8
Serving spoonsqty 8

Kitchen

Thermos flasksqty 6
Kettlesqty 2
Coffee machinesqty 2
Food warmersqty 6
Cutting boardsqty 6
Chef's knifeqty 4
Mixing bowlsqty 8
Serving plattersqty 12
Serving traysqty 6
Measuring cupsqty 3
Kitchen tongsqty 4

Equipment

Coolersqty 6
Extension cordsqty 6
Power stripsqty 6
Bluetooth speakersqty 2
Microphone
Power banksqty 4

Decorations

Balloonsqty 150
Buntingqty 12
Tableclothsqty 14
Name badgesqty 80
Balloon weightsqty 12
Chalkboardsqty 6
Tapeqty 8
Ropeqty 4

Lighting

String lightsqty 6
LED lampsqty 12
Lanternsqty 8

Sports equipment

Footballsqty 4
Korfball hoopsqty 2
Tug of war rope
Hoopsqty 10
Conesqty 30
Skipping ropesqty 8
Water balloonsqty 200
Ring toss setsqty 2
Board gamesqty 8
Coloring pagesqty 80
Colored pencilsqty 12
Sidewalk chalkqty 6

Cleaning

Waste binsqty 8
Trash bag holdersqty 8
Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8
Hand soap dispensersqty 4
Towel rollsqty 6
Toilet paper rollsqty 24
Paper napkinsqty 200
Paper towel rollsqty 8
Dish brushesqty 4

Catering

Groceries

Tips

Set a response deadline at least 10 days before Family Day. Use the final guest list to plan seating, food portions, name badges and activity groups instead of relying on early estimates.
Plan children’s activities in blocks of 30 to 45 minutes, with a short changeover between them. Collect game materials together before the event so the schedule does not depend on last-minute searches.
Draw the site layout at least three days ahead. Mark the party tents, tables, chairs, buffet area and activity spaces, leaving clear routes between food, seating and children’s games.
Check drinks and refrigeration the day before, not on the morning itself. If drinks, desserts or prepared snacks need chilling, confirm that the available refrigerators and coolers can hold them before shopping.
Prepare snacks and desserts in stages over the previous day, then label serving platters and utensils. Keep a separate checklist for coffee equipment, tableware and serving tools, because these are easy to overlook when food takes priority.

Frequently asked questions

How far in advance should I plan a Family Day?: Set the date and location at least 6 weeks ahead if reservations or deliveries are needed. Send invitations early enough to close sign-ups around 10 days before the event, giving you time to collect dietary requirements and finalize activities.
When should I send Family Day invitations?: Send invitations about 4 weeks before Family Day and set a reply deadline 10 to 14 days before it. This leaves time to create the final guest list, plan seating and adjust food quantities.
How do I plan activities for children at a Family Day?: Create a schedule with 30- to 45-minute activity blocks and allow 10 minutes between blocks for changing materials or groups. Gather and check every game item at least 2 days beforehand, then post activity signs where families can see them.
What should I check the day before a Family Day?: Check the weather forecast, deliveries, refrigeration, drinks, table settings, decorations and activity materials the day before. Also inspect the grounds and confirm that the layout leaves safe, clear paths between the food area, seating and children’s activities.

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.