National Outdoor Play Day planning checklist

Use this checklist to organise National Outdoor Play Day from the first planning decision to the final safety check. Set the date, confirm the outdoor space and map the activities before inviting people. The plan also covers registrations, dietary requirements, volunteers, weather changes, equipment, refreshments and field setup. Start early with permissions and reservations, then leave the final day for checking materials, chilling drinks and preparing activity stations.

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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

Set the date and program
2 people
Check the venue
2 people
Arrange permission for outdoor space
Create a site map
2 people
Select game components
3 people
Recruit volunteers
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Check the weather forecast
Announce the bad weather plan
2 people
Confirm deliveries and reservations
Do the shopping
2 people
Check game materials
2 people
Set out prizes and game cards
2 people
Chill drinks
2 people
Prepare snacks
3 people
Print volunteer briefing
Print contact list
Check the venue for safety
3 people
Set up tables and chairs
4 people
Build party tents
4 people
Set out the game fields
4 people
Set up the jump rope course
2 people
Set up ball games
2 people
Set up water activities
3 people
Set up the craft table
2 people
Set up the treasure hunt
2 people
Test audio and microphone
2 people
Hang decorations
3 people
Put up the information board
Set up the reception table
2 people
Set up the food and drink area
3 people
Set up the first aid and water station
2 people
Brief volunteers
3 people
Set up registration
2 people

Event

Welcome visitors
4 people
Open the program
2 people
Explain the rules
4 people
Supervising ball games
3 people
Assist with jump ropes
2 people
Guiding the relay races
3 people
Supervise sidewalk chalking
2 people
Assist at the craft table
2 people
Lead the treasure hunt
3 people
Supervise water activities
3 people
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Restock game supplies
2 people
Check water stations
2 people
Supervise the final game
4 people
Present prizes
2 people
Announce evening program
Operate lights and music
2 people
Serve evening snacks
3 people
Keep drinks topped up
2 people
Inform visitors about departure
2 people
See off the last visitors
2 people

Aftercare

Collect game materials
4 people
Store food and drinks safely
2 people
Clear tables and chairs
4 people
Take down party tents
4 people
Remove decorations
3 people
Collect waste
4 people
Clean the grounds
4 people
Wash dishes and supplies
3 people
Clean coolers
2 people
Set damaged equipment aside
2 people
Return borrowed materials
2 people
Distribute leftover food
2 people
Take waste to the collection point
2 people
Register lost and found items
Leave venue clean
2 people

What to bring

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

Furniture

Party tentqty 2
Foldable tablesqty 8
Folding chairsqty 40
Picnic tablesqty 4
Buffet tablesqty 3
Coolersqty 4

Sports equipment

Footballsqty 6
Basketballsqty 3
Volleyballqty 2
Tennis ballsqty 12
Soft ballsqty 10
Frisbeesqty 8
Skipping ropesqty 12
Hoopsqty 12
Conesqty 30
Relay batonsqty 8
Water tubsqty 6
Sponge ballsqty 20
Water gunsqty 15
Tug of war ropeqty 2
Race bagsqty 12
Sidewalk chalkqty 12
Bubble solutionqty 12
Parachute cloth
Treasure chest
Playing cardsqty 10
Hourglassesqty 6
Starting whistlesqty 6
Trophiesqty 12
Medal ribbonsqty 30

Equipment

Bluetooth speakerqty 2
Wireless microphone
Extension cordsqty 4
Power stripsqty 3

Lighting

LED light stringsqty 6
LED lampsqty 8

Decorations

Buntingqty 8
Balloonsqty 150
Balloon pumpqty 2
Barrier tapeqty 4
Directional signsqty 12
Information boardsqty 4
Whiteboardsqty 2
Markersqty 24

Tableware

Reusable cupsqty 150
Reusable platesqty 100
Reusable cutleryqty 120
Serving plattersqty 12
Pitcherqty 6

Kitchen

Coffee makerqty 2
Kettleqty 2
Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Pliersqty 6
Serving spoonsqty 6
Thermos flasksqty 4

Cleaning

Waste binsqty 8
Broomqty 3
Dustpan and brushqty 3
Bucketsqty 4
Spongesqty 12
Washing-up basinsqty 6

Catering

Groceries

Tips

Set the date, programme and site layout before sending invitations. Mark separate areas for ball games, the skipping-rope course, water activities and quieter options so volunteers know where each activity belongs.
Recruit and brief volunteers before registrations close. Print the briefing and contact list, then assign at least one named person to each activity area and one person to handle arrivals or questions.
Make the bad-weather decision early enough for families to act. Check the forecast the day before and announce the alternative plan as soon as outdoor conditions could affect tents, games or travel.
Check every activity kit before the event, not just on the morning itself. Count balls, cones, ropes, hoops, whistles, game cards and prizes, and keep water tubs, sponge balls and water guns together for quick setup.
Leave a clear setup window before participants arrive. Build the party tents, place tables and chairs, mark the game fields and skipping-rope course, then complete a walk-through for trip hazards, unstable equipment and blocked routes.

Frequently asked questions

How far in advance should I organise National Outdoor Play Day?: Begin at least 6 to 8 weeks ahead. Use the first 2 weeks for the date, venue, outdoor-space permission and programme, then allow time for invitations, registrations, volunteer recruitment and equipment checks.
When should I check the weather for National Outdoor Play Day?: Check the forecast 3 days before the event and again the day before. Publish the bad-weather plan no later than the evening before, so families and volunteers have at least 12 hours to adjust.
How many volunteers do I need for National Outdoor Play Day?: Plan one volunteer for each active game area, plus one for registration and one floating helper. For example, four activity areas require at least 6 volunteers; add more if children need close supervision or the site is spread out.
What should I prepare on the morning of National Outdoor Play Day?: Allow 2 to 3 hours for setup, depending on the site. Build the tents, arrange tables and chairs, mark the fields, place activity materials and prizes, chill drinks, prepare snacks and complete the safety check before arrivals.

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.