Street Play Day checklist

A Street Play Day needs more than games and a closed street. You need to arrange permissions, traffic measures, resident communication, equipment, volunteers and food before the setup team arrives. This checklist puts those jobs in a workable order, from checking permits and insurance to preparing game stations and chilling drinks. Use it to see what must be booked early, what can wait until the week before, and what should happen on the day itself.

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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

Check permit and notification
Apply for road closure
Check insurance
Reserve suppliers
Reserve game equipment
Invite local residents
2 people
Distribute invitations
3 people
Register sign-ups
Collect dietary requirements
Assign volunteers
2 people
Put together the game schedule
2 people
Check the weather forecast
Inform nearby residents
2 people
Share traffic plan
Create volunteer instructions
Create First Aid Contact List
Create floor plan
Check the purchase list
2 people
Order groceries
Arrange keys and access
Collect materials
3 people
Pick up groceries
2 people
Chill drinks
2 people
Portion snacks
3 people
Prepare game stations
4 people
Give volunteer briefing
2 people
Prepare weather scenario
2 people
Prepare waste stations
2 people

Event

Close off street
4 people
Set up traffic signs
3 people
Set up tables and chairs
4 people
Build party tents
4 people
Connect sound
2 people
Lay out game materials
4 people
Hang decorations
3 people
Set up information table
2 people
Set up first aid table
2 people
Set up the catering table
3 people
Set out coffee and tea
2 people
Staff the registration table
2 people
Announce the opening
Explain the rules
3 people
Guide children during activities
8 people
Monitor traffic barriers
2 people
Serve food and drinks
4 people
Refill drinks
2 people
Empty waste stations
2 people
Restock game supplies
2 people
Operate the music
Check photo permission
Hand out prizes
2 people
Support the evening program
4 people
Announce the final round
Ensure visitors leave safely
4 people
Finalizing food and drinks
3 people

Aftercare

Sort game equipment
4 people
Take down tents
4 people
Clear tables and chairs
4 people
Collect waste
4 people
Clean the street
4 people
Remove traffic signs
3 people
Turn off sound and lighting
2 people
Wash dishes
3 people
Empty coolers
2 people
Collect lost and found items
Return materials
3 people
Return borrowed items
2 people
Store leftovers
2 people
Handle suppliers
Report lost and found items
Inform residents about the wrap-up

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 40
Beer tablesqty 4
Picnic blanketqty 8
Changing cubicle

Equipment

Battery speakerqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Power banksqty 4
Coolersqty 4
Thermos flasksqty 4

Lighting

LED light stringsqty 6
LED lampsqty 6

Traffic equipment

Crowd barriersqty 12
Traffic conesqty 16
Closing signsqty 4
Marker tapeqty 4

Sports equipment

Footballsqty 6
Basketballsqty 4
Vestsqty 20
Conesqty 30
Hoopsqty 12
Skipping ropesqty 12
Sidewalk chalkqty 24
Water balloonsqty 500
Sponge ballsqty 30
Can toss setqty 2
Ring toss setqty 2
Cornhole game
Tug of war rope
Water tablesqty 2
Plastic binsqty 8
Bubble solutionqty 12
Costumesqty 2
Board gamesqty 8
Card gamesqty 6

Decorations

Balloonsqty 150
Buntingqty 12
Tableclothsqty 8
Tapeqty 8
Ropeqty 4
Chalkboardsqty 4
Directional signsqty 12

Tableware

Reusable cupsqty 180
Reusable platesqty 180
Reusable cutleryqty 180
Serving spoonsqty 8
Small bowlsqty 12
Coffee cupsqty 60
Teaspoonsqty 60

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Pliersqty 6
Measuring cupsqty 2
Food storage containersqty 12
Aluminum foilqty 2
Ice packsqty 20

Cleaning

Waste binsqty 8
Hand broomsqty 4
Dustpan and brushqty 2
Bucketsqty 4
Mopsqty 4
Cleaning spongesqty 8
Hand soap dispensersqty 4

Safety

First aid kitsqty 2
Safety vestsqty 12
Flashlightsqty 4
Fever thermometer

Information

Program boardsqty 4
Registration formsqty 200
Pensqty 20
Wristbandsqty 200
Portal clampsqty 12

Catering

Groceries

Tips

Start with permits, insurance and the road closure. Confirm the required notification or application before inviting residents, because traffic measures such as barriers, cones and closing signs depend on approval.
Reserve specialist equipment early. Game equipment, party tents, changing facilities and sound equipment may be needed on the same day, so confirm collection, delivery and return times rather than only making a booking.
Set a volunteer ratio before publishing the sign-up list. Give each station a named person, then keep separate cover for first aid, traffic points, refreshments and breaks.
Build the game schedule around setup and changeover time. Allow at least 10 minutes between activities to move cones, hoops, balls or other equipment and to prevent queues at popular stations.
Do the food and access checks close to the event. Order groceries after confirming numbers and dietary requirements, arrange keys and access in advance, then chill drinks and portion snacks on the day.

Frequently asked questions

How far in advance should I organise a Street Play Day?: Start checking permits, insurance and road closure requirements at least 6 to 8 weeks ahead. Book suppliers and game equipment once the date and street arrangements are confirmed.
How many volunteers do I need for a Street Play Day?: Plan at least 1 volunteer per active game station, plus 2 people for traffic or access, 1 first-aid contact and 2 people for food and drinks. Add one floating volunteer for breaks and unexpected tasks.
When should I check the weather for a Street Play Day?: Check the forecast 7 days before the event and again 24 hours beforehand. Use that final check to decide whether tents, indoor cover, extra water or a revised game schedule are needed.
When should I prepare food and drinks for a Street Play Day?: Buy groceries 1 to 3 days before the event, depending on what needs refrigeration. Chill drinks overnight when possible, and portion snacks shortly before guests arrive.

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.