Outdoor Play Day checklist

An Outdoor Play Day needs more than a set of games and a sunny forecast. Fix the date and location first, then work through permits, insurance, suppliers, registrations and the game schedule. In the final week, confirm volunteers, inspect every ball and activity item, and share the route and programme with participants. On the day itself, set up shaded areas, water activities, craft tables and safety supplies before guests arrive.

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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

Confirm date and location
2 people
Check permits and notifications
Check insurance
Compile the game schedule
2 people
Recruit game hosts
2 people
Contact suppliers and rental providers
Make reservations
Send invitations
2 people
Process registrations
Collect dietary requirements
Create the volunteer schedule
2 people
Monitor the weather forecast
Update participant list
Share the program and route
Write out the game rules
2 people
Brief volunteers
2 people
Check materials
2 people
Sort game equipment
2 people
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Make name badges
2 people
Restock the first aid kit
Print phone numbers
Prepare weather plan
Arrange transport to the venue
2 people
Inspect venue
2 people
Cordon off the area
3 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up game stations
4 people
Check the bouncy castle
2 people
Hang decorations
3 people
Set up the sound system
2 people
Secure power and cables
2 people
Set up the catering table
3 people
Prepare coffee and tea
2 people
Display snacks
2 people
Set up registration desk
2 people
Brief game hosts
2 people
Conduct a safety check
3 people

Event

Welcome visitors
4 people
Register sign-ups
2 people
Guide the game round
8 people
Supervise the bouncy castle
2 people
Guide the craft activity
3 people
Supervise water games
3 people
Provide music
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
Escort children to lost and found
Provide first aid
2 people
Handle prize ceremony
2 people
Support the evening program
4 people
Turn on the lights
Wave goodbye to visitors
3 people

Aftercare

Collect game materials
4 people
Clean up catering
3 people
Sort waste
3 people
Clear tables and chairs
4 people
Remove decorations
3 people
Dismantle the sound system
2 people
Clean the venue
5 people
Store materials safely
3 people
Return borrowed items
2 people
Store leftover food
2 people
Clean coolers
2 people
Wash dishes
3 people
Inventory materials
2 people
Keep lost and found items
Send a thank-you message

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 40
Picnic blanketsqty 12
Tableclothsqty 8
Clothes racksqty 2

Sports equipment

Footballsqty 8
Basketballsqty 4
Volleyballqty 3
Tennis ballsqty 24
Soft ballsqty 12
Hoopsqty 12
Skipping ropesqty 12
Conesqty 30
Relay batonsqty 12
Conesqty 12
Water tubsqty 6
Sponge ballsqty 30
Inflatable bouncy castle
Sidewalk chalkqty 24
Bubble solutionqty 12
Trash bagsqty 12
Pull cord
Water gunsqty 20
Craft tablesqty 3
Craft binsqty 6
Colored pencilsqty 24
Markersqty 24
Scissorsqty 12
Glue sticksqty 24
Ball pumpqty 2
Spare batteries

Tableware

Reusable cupsqty 100
Reusable platesqty 80
Reusable cutleryqty 100
Coffee cupsqty 50
Serving plattersqty 12
Serving tongsqty 8
Thermos flasksqty 4

Kitchen

Coolersqty 6
Cutting boardsqty 4
Bread knivesqty 3
Kitchen knivesqty 3
Measuring cupsqty 2
Bottle openersqty 3
Aluminum foilqty 2

Equipment

Sound system
Microphoneqty 2
Extension cordsqty 4
Cable reelsqty 2
Power stripsqty 4

Lighting

LED string lightsqty 6
LED lampsqty 8

Decorations

Balloonsqty 100
Buntingqty 8
Table décorqty 8
Arrow signsqty 12
Markersqty 12
Name stickersqty 100
Prize ribbonsqty 100

Cleaning

Waste binsqty 8
Trash bag holdersqty 8
Hand broomsqty 3
Dustpansqty 3
Bucketsqty 4
Mopsqty 3
Cleaning clothsqty 20
Hand soap dispensersqty 4
Hand sanitizerqty 4

Safety

First aid kitsqty 2
Traffic conesqty 20
Barrier tapeqty 4
Cable matsqty 8
Sunscreen dispensersqty 3

Catering

Groceries

Tips

Set the date and location at least 6–8 weeks ahead. Use that lead time to check permits, notifications, insurance and availability of rental providers.
Build the game schedule before recruiting hosts. Allow 10–15 minutes between activity blocks so groups can move between football, basketball, volleyball, relay and craft areas.
Close registrations 7–10 days before the event. Update the participant list, collect dietary requirements and use the final numbers to plan snacks, drinks, name badges and volunteer coverage.
Check the forecast twice: once 7 days before and again 24 hours before. Decide when party tents, picnic blankets and water-based activities will be used, and tell participants about the route or any changes.
Inspect and sort the equipment the day before. Count balls, cones, hoops, skipping ropes, relay batons and craft supplies, then chill drinks, prepare snacks and restock the first aid kit before setup starts.

Frequently asked questions

How far in advance should I plan an Outdoor Play Day?: Start 6–8 weeks before the event. This gives you time to confirm the date and location, check permits and insurance, reserve suppliers, recruit game hosts and send invitations.
When should I send Outdoor Play Day invitations?: Send invitations 4–6 weeks ahead and set registration to close 7–10 days before the event. Use the final registration list for dietary requirements, name badges, snacks, drinks and volunteer planning.
How many volunteers do I need for an Outdoor Play Day?: Plan at least one game host for each activity running at the same time, plus one coordinator for arrivals, supplies and safety. Add another volunteer for every 15–20 participants if children move between stations.
What should I do if the weather forecast changes?: Check the forecast 7 days before and again 24 hours before the event. Make the final decision about tents, water activities and programme changes no later than the evening before, then share the update with participants and volunteers.

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.