Outdoor Play Day checklist: what to arrange and when

An Outdoor Play Day needs more than games and a patch of grass. This checklist takes you from choosing the date and location to confirming registrations, volunteers, equipment and safety arrangements. It also covers the details that are easy to leave too late, such as permits, emergency contacts, dietary requirements, toilets and a backup venue. Use the full plan to keep the programme, site layout and event-day instructions in one place.

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

Set the date and program
2 people
Reserve play location
Arrange the permit and notification
Check insurance
Select activities
3 people
Create site map
2 people
Check safety risks
2 people
Recruit volunteers
2 people
Design invitations
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Collect emergency contact details
Schedule volunteers
2 people
Reserve game equipment
Reserve party tents
Reserve toilets
Reserve sound system
Arrange first aid staffing
2 people
Print the run sheet
Print volunteer instructions
Confirm registrations
2 people
Check the weather forecast
Prepare the backup weather plan
2 people
Do the shopping
3 people
Collect materials
3 people
Check game materials
2 people
Sort prizes and wristbands
2 people
Prepare route signs
2 people
Fill coolers
2 people
Prepare snacks
3 people
Chill drinks
2 people
Inspect the site
2 people
Set up tents and parasols
4 people
Set up tables and chairs
4 people
Set up the registration table
2 people
Set up the food and drink area
3 people
Set up game stations
6 people
Set up the bouncy castle
4 people
Connect sound
2 people
Hang decorations
3 people
Place waste stations
2 people
Set up first aid table
2 people
Welcome volunteers
2 people
Brief volunteers
3 people
Prepare the registration list

Event

Welcome visitors
4 people
Register children
3 people
Explain the rules
6 people
Supervise the bouncy castle
2 people
Guide sports games
4 people
Supervise the craft table
2 people
Supervise water games
3 people
Provide the music program
2 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Keep dining tables clean
2 people
Store lost property
Present prizes
2 people
Guide visitors out
3 people

Aftercare

Collect game materials
5 people
Take down the bouncy castle
4 people
Store food safely
2 people
Clear away drinks and coolers
2 people
Take down tables and chairs
4 people
Take down tents and parasols
4 people
Remove decorations
3 people
Disconnect sound
2 people
Collect waste
4 people
Clean the grounds
4 people
Check toilets
2 people
Inventory materials
2 people
Return rented materials
2 people
Clear away leftover groceries
2 people
Register lost and found items
Return lost property

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 40
Picnic tablesqty 4
Beer table setsqty 4
Registration desk
Stoolsqty 8
Crowd control barriersqty 12
High tablesqty 4

Sports equipment

Footballsqty 8
Basketballsqty 4
Handballsqty 6
Korfball postsqty 2
Conesqty 30
Hoopsqty 20
Skipping ropesqty 15
Relay batonsqty 12
Bean bagsqty 30
Tennis ballsqty 24
Softballsqty 12
Frisbeesqty 10
Pogo ballsqty 8
Parachute cloth
Inflatable bouncy castle
Water tubsqty 4
Water gunsqty 20
Sponge ballsqty 30
Tug of war ropeqty 2
Blindfoldsqty 12
Sports vestsqty 30
Starting whistlesqty 6
Stopwatchesqty 4
Measuring tapesqty 3
Sidewalk chalkqty 20
Bubble solutionqty 12
Wooden game blocks
Treasure chest
Craft tablesqty 3
Craft chairsqty 12
Plastic binsqty 12
Low conesqty 20

Tableware

Reusable cupsqty 150
Reusable platesqty 120
Reusable cutleryqty 150
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Teapotsqty 3

Kitchen

Coolersqty 6
Thermos flasksqty 6
Water jugsqty 8
Cutting boardsqty 4
Bread knivesqty 3
Kitchen knivesqty 4
Measuring cupsqty 4
Serving spoonsqty 8
Serving traysqty 6
Kettlesqty 3
Coffee machinesqty 2
Tableclothsqty 10

Equipment

Portable sound system
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Rechargeable batteriesqty 16
Mobile phone chargersqty 4
Hand trucksqty 2
Toolboxesqty 2
Herringqty 40
Rubber malletsqty 4

Decorations

Buntingqty 12
Balloonsqty 150
Balloon ribbonqty 3
Directional signsqty 12
Program boardsqty 4
Chalkboardsqty 4
Markersqty 24
Wristbandsqty 150
Prizesqty 40
Name stickersqty 180

Lighting

LED light stringsqty 6
LED lampsqty 8
Extension cords for lightingqty 4

Cleaning

Waste binsqty 12
Hand broomsqty 4
Eye-catchersqty 4
Bucketsqty 6
Spongesqty 12
Microfiber clothsqty 20
Washing-up bowlsqty 3
Hand soap dispensersqty 6
Hand sanitizer pumpsqty 6
Toilet brushesqty 3
Rubber glovesqty 12
Paper towel dispensersqty 4

Safety

First aid kitsqty 2
Fever thermometersqty 2
Safety vestsqty 12
Flashlightsqty 6
Fire extinguishersqty 2
Emergency blanketsqty 6

Catering

Groceries

Tips

Secure the location, permit or notification, insurance check and backup venue before inviting people. Without these four decisions, your invitations may promise an event that cannot go ahead.
Set the activity mix before reserving equipment. A programme using footballs, basketballs, relay batons, cones, water games and an inflatable bouncy castle needs separate space, supervision and safety checks.
Open registrations early enough to collect dietary requirements and emergency contact details. Confirm each registration before the event so volunteers are not trying to resolve missing information at the entrance.
Draw the site map before ordering tents, tables, chairs, toilets and barriers. Mark the registration table, activity areas, first aid point, toilets, water stations and clear routes between them.
Check the forecast close to the event and prepare the alternative weather plan in advance. Print the run sheet and volunteer instructions, then brief the team on arrival so everyone knows their position and responsibilities.

Frequently asked questions

How far in advance should I organise an Outdoor Play Day?: Start at least 8 to 12 weeks ahead if you need a location, permit, toilets, tents, sound equipment or an inflatable attraction. Open registrations once the date, location and main programme are confirmed.
How many volunteers do I need for an Outdoor Play Day?: Plan one volunteer for registration and roughly one supervisor per busy activity area, then add people for first aid, toilets, water and breaks. Final numbers depend on attendance, but create the rota at least 2 weeks before the event.
When should I check the weather for an Outdoor Play Day?: Make the first detailed check 7 days before the event and check again 24 hours before it starts. Have the backup location or indoor alternative ready before the final check, not after bad weather is forecast.
What should I confirm before sending Outdoor Play Day invitations?: Confirm the date, primary and backup location, programme, registration process, capacity, permit status and insurance requirements first. Send invitations only when you can give attendees a clear answer about timing and what happens in wet weather.

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.