Movement afternoon checklist

A movement afternoon needs more than a sports venue and a box of balls. You need a clear program, permission and insurance checks, reliable participant details, enough supervisors and a plan for food and weather. Start with the venue and date, then work towards registrations, equipment and catering. In the final week, confirm the participant list, brief volunteers and prepare the registration table so activities can start on time.

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

Reserve the sports venue
Set the date and program
2 people
Check insurance and permission
Draft invitations
2 people
Send invitations
2 people
Register sign-ups
Collect dietary requirements
Check participants' contact details
Send program to attendees
Assign volunteers
2 people
Brief chaperones
2 people
Check the weather forecast
Create final participant list
Pass dietary requirements to catering
Check the shopping list
2 people
Do the shopping
2 people
Gather sports equipment
2 people
Check materials
2 people
Prepare participant badges
2 people
Prepare music and playlist
Chill drinks
2 people
Prepare fruit and snacks
3 people
Prepare the lunch buffet
3 people
Set up the registration table
2 people
Set up tables
3 people
Set up chairs
3 people
Set up the sports stations
4 people
Hang up signage
2 people
Test sound system
2 people
Conduct a safety check
2 people
Prepare first aid supplies
Welcome volunteers
2 people
Give volunteer briefing
2 people

Event

Receive participants
4 people
Register attendance
2 people
Hand out badges
2 people
Explain the program
Lead the warm-up
2 people
Guide walking at the exercise station
2 people
Guide the ball game activity station
2 people
Guide target practice station
2 people
Guide the dance activity station
2 people
Distribute water and fruit
3 people
Refill drinks
2 people
Swap sports equipment
3 people
Guide the second movement round
8 people
Supervise the quiet room
2 people
Serve break drinks
3 people
Open the lunch buffet
2 people
Serve lunch buffet
4 people
Serve diet meals separately
2 people
Serve coffee and tea
2 people
Clear tables in between
3 people
Announce evening program
Lead the light movement quiz
2 people
Assist the music activity
2 people
Refill drinks
2 people
Serve evening snacks
2 people
Guide the cool-down
2 people
Give a thank-you speech
See participants off
3 people
Collect lost property

Aftercare

Gather sports equipment
4 people
Take down tables and chairs
4 people
Wash dishes
3 people
Collect waste
3 people
Clean the kitchen
2 people
Clean the sports floor
2 people
Check toilets
Hand over the venue
2 people
Return materials
2 people
Return borrowed items
2 people
Thank participants
Report lost and found items

What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 70
Registration desk
Rest benchesqty 4
Coat racksqty 2

Sports equipment

Footballsqty 6
Softballsqty 12
Basketballsqty 4
Volleyballqty 3
Tennis ballsqty 20
Badminton racketsqty 12
Badminton shuttlecocksqty 24
Hoopsqty 12
Conesqty 30
Marker discsqty 30
Vestsqty 30
Skipping ropesqty 15
Relay batonsqty 12
Balance matsqty 8
Yoga and fitness matsqty 30
Resistance bandsqty 20
Dartboard
Dart arrowsqty 6
Scoreboardsqty 4
Stopwatchesqty 4
Pedometersqty 20
Waterproof sports conesqty 20
Intermission ballsqty 6
Portable basketball hoop
Target clothsqty 4
Table tennis paddlesqty 8
Table tennis ballsqty 24
Table tennis table
Pedometer cardsqty 70

Tableware

Reusable drinking glassesqty 80
Platesqty 80
Bowlsqty 20
Cutlery setsqty 80
Coffee cupsqty 50
Serving traysqty 8

Kitchen

Kettlesqty 2
Coffee machinesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Serving spoonsqty 8
Pliersqty 6
Food containersqty 12

Equipment

Portable speakerqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Rechargeable batteriesqty 12

Lighting

LED lampsqty 6
String lightsqty 4

Decorations

Wayfinding signsqty 12
Program boardsqty 6
Name badge holdersqty 70
Tableclothsqty 8
Buntingqty 6
Notice boardsqty 2

Cleaning

Waste binsqty 6
Bucketsqty 4
Mopsqty 4
Broom setsqty 2
Hand broomsqty 4
Dustpan and brushqty 2
Cleaning glovesqty 6
Laundry basketsqty 4

Safety

First aid kit
Ice packsqty 6
Non-slip matsqty 8
Barrier tapeqty 2
Flashlightsqty 4

Catering

Groceries

Tips

Set the date, program and venue before sending invitations. Include the arrival time, activity blocks, lunch or snack break and collection time so families know exactly what to expect.
Send invitations early enough to collect sign-ups, contact details and dietary requirements. Close registration several days before the event, leaving time to create the final participant list and pass food information to catering.
Plan supervision by activity area, not just by total headcount. Brief chaperones on the timetable, changing activities, first-aid arrangements, weather backup and who handles late arrivals or missing participants.
Check sports equipment against the program at least one week ahead. Count balls, rackets, cones, hoops, mats, scoreboards and stopwatches, and test anything that needs batteries or assembly.
Finish the practical setup the day before where possible. Chill drinks, prepare fruit and snacks, assemble badges, print the program and arrange the registration desk, tables, chairs, benches and coat racks before participants arrive.

Frequently asked questions

How far in advance should I plan a movement afternoon?: Book the sports venue and set the date at least 6 to 8 weeks ahead. Send invitations early enough to allow 2 weeks for replies, then use the final week for equipment, catering and volunteer checks.
How much sports equipment do I need for a movement afternoon?: Use the program and group size to calculate equipment, then add roughly 10% spare items for balls, shuttlecocks, cones and similar shared gear. Check the complete count at least 7 days before the event so missing equipment can still be borrowed or hired.
When should I collect dietary requirements?: Ask for dietary requirements when guests register, not after the final list is made. Send the confirmed requirements to catering at least 3 to 5 days before the movement afternoon and keep a copy at the lunch buffet.
What should I do if the weather forecast changes?: Check the forecast 5 to 7 days before the event and again on the morning itself. Decide in advance which activities can move indoors, which equipment needs waterproof protection and who will notify attendees if the program changes.

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.