Outdoor Play Day checklist and planning guide
An Outdoor Play Day needs more than balls and a timetable. You need to secure the location, permissions and suppliers early, then turn the site into clear game zones with a safety plan and enough volunteers. This checklist takes you from the first date and permit decisions to registrations, shopping, equipment checks and chilled drinks on the day. It also helps prevent common delays, such as leaving weather cover, volunteer instructions or rental returns until the last minute.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Confirm date and location
2 people
Submit permits and notifications
Check insurance
Apply for traffic measures
Reserve suppliers
Reserve game equipment
Arrange activity permits
Determine the program and game zones
3 people
Prepare safety plan
2 people
Create floor plan
2 people
Recruit volunteers
2 people
Assign volunteers
2 people
Prepare a volunteer briefing
Send invitations
2 people
Post promotion online
Distribute posters
3 people
Process registrations
2 people
Collect dietary requirements
Check the weather forecast
Finalize the program
2 people
Check the shopping list
2 people
Do the shopping
3 people
Collect game materials
2 people
Check rental equipment
2 people
Chill drinks
2 people
Prepare fruit and snacks
3 people
Sort materials
3 people
Set out weather protection
2 people
Inspect the site
3 people
Set up traffic barriers
3 people
Build party tents
6 people
Set up tables and chairs
4 people
Set out game zones
4 people
Prepare game materials
5 people
Place information signs
2 people
Set up the reception booth
2 people
Set up the catering table
3 people
Set out first aid supplies
Brief volunteers
3 people
Test music and microphone
2 people
Event
Staff the visitor table
2 people
Register visitors
2 people
Explain the rules
4 people
Guide children during games
8 people
Check the bouncy castle
2 people
Guide sports activities
4 people
Lead the creative activity
3 people
Staff the water station
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Restock game supplies
2 people
Walk through the game zones
2 people
Announce program items
Announce the end time to visitors
2 people
Ensure visitors leave safely
4 people
Aftercare
Collect game materials
5 people
Clean up catering
3 people
Sort and remove waste
4 people
Dismantle tables and chairs
4 people
Dismantle party tents
6 people
Clean the grounds
5 people
Remove traffic barriers
3 people
Return materials
2 people
Return rental items
2 people
Store leftover food
2 people
Wash dishes
3 people
Store materials clean and dry
3 people
Hand over the venue
2 people
Register lost and found items
Securely archive registration details
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 4
- Tablesqty 12
- Folding chairsqty 40
- Beer tablesqty 6
- High tablesqty 4
- Clothes racksqty 2
- Storage boxesqty 12
Tableware
- Reusable cupsqty 250
- Reusable platesqty 150
- Reusable cutleryqty 150
- Coffee cupsqty 80
- Pitcherqty 8
- Serving plattersqty 12
- Serving tongsqty 8
- Thermos flasksqty 6
Sports equipment
- Footballsqty 8
- Basketballsqty 4
- Handballsqty 6
- Tennis ballsqty 30
- Skipping ropesqty 15
- Hula hoopingqty 15
- Conesqty 40
- Marking tapeqty 8
- Relay batonsqty 12
- Frisbeesqty 12
- Pogo ballsqty 8
- Water balloonsqty 300
- Water spongesqty 30
- Inflatable bouncy castle
- Play matqty 4
- Sidewalk chalkqty 30
- Bubble solutionqty 20
- Wooden gamesqty 8
- Sjoelbaksqty 3
- Cornhole setsqty 3
- Costumesqty 2
- Face paint setsqty 4
Equipment
- Sound speakersqty 2
- Wireless microphone
- Extension cordsqty 6
- Power stripsqty 4
- Coolersqty 6
- Water dispensersqty 4
- Rechargeable lampsqty 8
- Megaphonesqty 2
Kitchen
- Cutting boardsqty 4
- Kitchen knivesqty 4
- Ice packsqty 24
- Serving traysqty 6
- Kettlesqty 3
- Coffee machinesqty 2
- Aluminum foilqty 2
Decorations
- Buntingqty 12
- Balloonsqty 150
- Balloon pumpsqty 4
- Welcome sign
- Directional signsqty 12
- Activity signsqty 10
- Wristbandsqty 300
- Name stickersqty 300
Lighting
- String lightsqty 6
- Battery lanternsqty 8
Cleaning
- Waste binsqty 12
- Broom setsqty 4
- Litter pickersqty 4
- Bucketsqty 6
- Mopsqty 4
- Cleaning cratesqty 3
- Hand sanitizer dispensersqty 6
- First aid kitsqty 2
- Fever thermometersqty 2
Catering
- Groceries
Tips
- Start with the date, location and permissions before booking activities. Submit permits and notifications early enough to allow for questions, and check whether traffic measures or separate activity permits are required.
- Draw the floor plan before finalising the programme. Mark the party tents, tables, play mat, bouncy castle and each game zone so equipment does not block walkways or emergency access.
- Give every volunteer a named role and a short briefing. Include arrival time, zone, safety instructions, where storage boxes and first-aid supplies are kept, and who handles a missing or injured child.
- Match equipment to the programme instead of shopping from memory. Count the balls, cones, marking tape, relay batons and other activity items per zone, then check hired equipment when it arrives.
- Make weather decisions before the final day. Check the forecast several times during the week, prepare covered areas with party tents, and chill drinks only after confirming quantities and the serving setup with reusable cups, pitchers and thermos flasks.
Frequently asked questions
- How far in advance should I plan an Outdoor Play Day?
- Start at least 6 to 8 weeks ahead if you need permits, suppliers, hired game equipment or traffic measures. Use the final 7 days for registrations, dietary requirements, shopping, weather checks and volunteer instructions.
- How many volunteers do I need for an Outdoor Play Day?
- Plan at least 1 volunteer for each active game zone, plus 2 people for welcome, drinks and general coordination. Add another 1 to 2 volunteers if you have a bouncy castle, water activities or a large expected turnout.
- When should I check the weather for an Outdoor Play Day?
- Check it once during the week before the event and again each morning for the final 3 days. Make the go-or-adjust decision at least 24 hours ahead so tents, programme changes and messages to participants can be arranged.
- What should I prepare the day before an Outdoor Play Day?
- Finalise the programme, check the shopping list, collect game materials, inspect rental equipment and chill drinks where possible. Pack equipment by game zone and give volunteers their briefing before the event day.
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.
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