School party checklist: what to arrange and when

A school party needs more than invitations and a playlist. This checklist takes you from confirming the date and venue to opening the doors, with registrations, dietary requirements, volunteers, food service and equipment included. Start with the decisions that affect everything else: the programme, budget, entry fee and venue access. In the final 48 hours, focus on shopping, chilled drinks, printed lists, equipment checks and clear volunteer instructions.

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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
Set the party program
3 people
Set budget and entry fee
2 people
Make reservations
2 people
Design invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
2 people
Assign volunteers
2 people
Share the program with the school
2 people
Create a music playlist
2 people
Prepare game activities
3 people
Check decorations
2 people
Test the equipment
2 people
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Set up non-perishable supplies
2 people
Make labels and signage
2 people
Print attendance list
Set up the register and change
2 people
Print volunteer contact list
Check the weather forecast
Arrange keys and access
2 people
Open venue
2 people
Check rooms
2 people
Set up tables
4 people
Set up chairs
4 people
Set up the buffet and serving area
3 people
Set up the drinks station
2 people
Set up game stations
4 people
Hang decorations
4 people
Clear the stage area
2 people
Set up sound equipment
2 people
Test microphone
2 people
Connect lighting
2 people
Prepare snacks
4 people
Set out sandwiches and fillings
3 people
Set aside special diet meals
2 people
Prepare coffee and tea
2 people
Place waste stations
2 people
Check toilets
2 people
Set up the registration desk
2 people
Brief volunteers
3 people

Event

Welcome visitors
4 people
Register entry
2 people
Explain the program
Supervise game activities
6 people
Serve snacks
3 people
Serve drinks
3 people
Refill drinks
2 people
Refill buffet
3 people
Supervise races
4 people
Provide music
2 people
Announce performances
Guide the performances
3 people
Serve hot food
5 people
Serve diet meals
2 people
Clear tables during breaks
3 people
Check toilets periodically
2 people
Empty waste bins periodically
2 people
Announce the final round
Guide visitors to the exit
3 people

Aftercare

Turn off the sound equipment
2 people
Chill leftover food
2 people
Store drinks safely
2 people
Collect waste
4 people
Clear tables and chairs
5 people
Remove decorations
3 people
Collect game materials
3 people
Wash dishes
4 people
Clean the kitchen
3 people
Clean the rooms
4 people
Clean the restrooms
2 people
Collect lost property
2 people
Count inventory
2 people
Return materials
3 people
Return borrowed items
2 people
Hand over the venue
2 people
Report lost and found items

What to bring

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

Furniture

Tablesqty 12
Chairsqty 160
Buffet tablesqty 4
Bar stoolsqty 6
Coat racksqty 4
Dressing tablesqty 2
Terrace benchesqty 4

Tableware

Platesqty 180
Dessert platesqty 180
Drinking glassesqty 220
Coffee cupsqty 80
Knivesqty 180
Forksqty 180
Spoonsqty 180
Serving spoonsqty 12
Serving bowlsqty 16
Serving traysqty 10
Thermos flasksqty 6

Catering

Coolersqty 6
Ice cube traysqty 4
Food warmersqty 4
Serving tongsqty 10
Coffee machinesqty 2
Kettlesqty 2
Groceries

Kitchen

Cutting boardsqty 6
Chef hatsqty 6
Measuring cupsqty 3
Mixing bowlsqty 6
Kitchen knivesqty 6
Aluminum foilqty 4
Cling filmqty 4
Paper towel rollsqty 12
Oven mittsqty 4

Decorations

Balloonsqty 300
Balloon pumpqty 4
Buntingqty 20
Tableclothsqty 16
Confettiqty 10
Tapeqty 8
Ropeqty 4
Name badgesqty 180
Photo backdrop

Equipment

Laptopsqty 2
Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Mixer
Extension cordsqty 8
Power stripsqty 8
Charging cablesqty 8

Lighting

LED string lightsqty 8
LED spotlightsqty 4
Flashlightsqty 4

Sports equipment

Conesqty 30
Soft ballsqty 12
Hoopsqty 8
Skipping ropesqty 8
Tug of war rope
Game cardsqty 6
Scoreboardsqty 4
Stopwatchesqty 4

Cleaning

Waste binsqty 12
Mopsqty 4
Bucketsqty 4
Broom setsqty 4
Dustpan and brushqty 4
Cleaning glovesqty 8
Toilet brushesqty 4

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Non-slip matsqty 8
Warning signsqty 6

Paper goods

Registration formsqty 200
Program leafletsqty 200
Pensqty 30
Markersqty 12
A4 paperqty 500
Sticky notesqty 6
Price listsqty 8
Score sheetsqty 50
Wristbandsqty 200
Receipt bookletsqty 4

Tips

Set the date, venue, programme and budget before designing invitations. Guests need the correct start time, end time, entry fee and registration instructions in one message.
Close registrations early enough to act on the numbers. Collect dietary requirements at the same time, then use the final attendance list to plan seating, plates, glasses and food portions.
Assign volunteers by shift rather than asking for general help. Give each person a task, a time and an access instruction, and print a contact list for the event team.
Test every item that affects the programme before the day, including music equipment, coffee machines, kettles and any equipment used for games. A short sound and power check can prevent a delayed opening.
Use the last day for perishable work: chill drinks, check ice and coolers, finish shopping and prepare food-service areas. Arrange keys and access before volunteers arrive, then open the venue with the attendance list, register and change ready.

Frequently asked questions

How far in advance should I organise a school party?: Confirm the date and venue at least 6–8 weeks before the party. Send invitations once the programme, entry fee and registration method are settled, and close registrations several days before the event.
When should I collect dietary requirements for a school party?: Ask for dietary requirements when guests register, not after the final headcount. Review the responses 3–5 days before the party so food labels, serving arrangements and volunteer instructions can be prepared.
How many volunteers do I need for a school party?: Plan at least one volunteer for each active area or shift, such as the entrance, food service, activities and general supervision. Confirm the rota at least one week ahead and print the contact list for the event day.
What should I do on the day before a school party?: Finish shopping, chill drinks, check decorations and test equipment the day before. Also prepare signage, the attendance list, register and change, then confirm keys and venue access before the opening time.

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.