Ice Skating Day Checklist

Planning an ice skating day takes more than booking the rink. You need confirmed numbers, skate sizes, transport details and a clear arrival process before anyone steps onto the ice. This checklist puts the work in a practical order, from building the participant list to setting up drinks, snacks and equipment on the day. Use it to avoid last-minute sizing problems, missing refreshments and delays at reception.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Create the participant list
Reserve an ice rink
Confirm the group package
Send invitations
Process registrations
Collect dietary requirements
Take stock of transport
Share parking information
Confirm final participants
Collect skate sizes
Place catering order
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Portion refreshments
2 people
Collect materials
2 people
Check route and times
Fill coolers
2 people
Load catering
2 people
Load materials
2 people
Set up the reception desk
2 people
Set up buffet tables
2 people
Set up drink station
2 people
Hang decorations
2 people
Display snacks
2 people

Event

Staff the registration desk
2 people
Welcome participants
2 people
Hand out skates
2 people
Explain skating rules
Take group photo
Guide the first skating round
2 people
Refill drinks
Refill snacks
Serve hot drinks
2 people
Serve break snacks
2 people
Supervise the second skating session
2 people
Set up the dinner buffet
3 people
Serve dinner buffet
3 people
Lead the third skating round
2 people
Announce the final round
Collect skates
2 people
Say goodbye to participants
2 people

Aftercare

Clear away food and drinks
2 people
Clear tables and chairs
2 people
Collect waste
2 people
Clean the venue
2 people
Load materials
2 people
Return materials
Clear away leftover stock
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 before sending invitations, then confirm exactly what the group package includes. Keep the booking details with the final participant count so changes do not get missed.
Collect skate sizes during registration, not on the day itself. Confirm the sizes again with the final participant list and allow time to resolve missing or uncertain sizes before arrival.
Set a firm deadline for dietary requirements and use the final number to place the catering order. Prepare snacks and portion refreshments before loading the coolers, rather than trying to serve everything from unopened supplies.
Check transport, parking, the route and arrival times at least one day ahead. Share parking information with participants and build in extra time for finding the entrance, checking in and collecting skates.
Set up the reception desk before the buffet and drink stations. Keep the welcome sign, pens, wristbands and skate-related equipment together so registration does not compete with food setup.

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 likely group size, ideally at least 4–6 weeks before the skating day. Confirm the group package and final participant deadline with the rink before invitations go out.
When should I collect skate sizes for an ice skating day?: Collect skate sizes during registration and confirm them 7–10 days before the event. That gives you time to follow up on missing sizes and send the final information to the rink.
How much food and drink should I order for an ice skating day?: Base the catering order on the confirmed participant count and add about 10% for unexpected extras. Chill drinks and portion snacks on the day, with refreshments ready before the first group arrives.
What should I prepare the day before an ice skating event?: Check the route and times, confirm participants, review dietary requirements and finish the shopping at least one day ahead. Load materials and catering as close to departure as practical, while keeping chilled items cold.

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.