Water Games Afternoon: Organising Checklist

A water games afternoon needs more planning than filling a few balloons. This checklist takes you from reserving the venue and collecting registrations to setting up game stations, supervising teams and packing away safely. Check dietary requirements early, prepare shade and changing areas, and give yourself enough time to chill drinks, fill water stations and test every game. The detailed task and equipment lists below keep the practical work in one place.

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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

Reserve venue
Send invitations
2 people
Process registrations
Collect dietary requirements
Check the weather forecast
Print the schedule and map
Check game materials
2 people
Do the shopping
2 people
Check water stations
Chill drinks
2 people
Set out fruit and snacks
2 people
Fill water balloons
3 people
Prepare snacks
3 people
Inspect the site
2 people
Set up tables and chairs
4 people
Build party tents
4 people
Set up game stations
4 people
Hang up decorations
2 people
Set up the catering table
2 people
Set out safety equipment
2 people

Event

Receive participants
3 people
Give safety instructions
2 people
Assign teams
3 people
Supervise water games
6 people
Refill the water stations
2 people
Serve drinks
2 people
Refill drinks
2 people
Serve snacks and fruit
3 people
Check for slippery spots
2 people
Collect water play equipment
4 people
Lead the closing game
4 people
See participants off
2 people

Aftercare

Cover leftovers
2 people
Collect waste
4 people
Clear tables and chairs
4 people
Take down party tents
4 people
Clean game materials
3 people
Wash dishes
2 people
Clean the grounds
4 people
Dry and store materials
3 people
Empty waste containers
2 people
Hand over the venue
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 40
Picnic blanketqty 6
Changing boothsqty 2

Sports equipment

Water gunsqty 20
Buckets of waterqty 12
Plastic cups for gamesqty 60
Spongesqty 30
Inflatable ballsqty 12
Plastic conesqty 20
Ropeqty 2
Stopwatchqty 2
Scoreboardqty 2
Water hosesqty 4
Sprayersqty 4

Tableware

Reusable drinking cupsqty 50
Reusable platesqty 50
Reusable cutleryqty 50
Small bowlsqty 10
Serving spoonsqty 6

Equipment

Coolersqty 4
Thermos flasksqty 3
Water barrelsqty 4
Extension cordsqty 2
Speaker
Megaphone

Kitchen

Cutting boardsqty 3
Kitchen knivesqty 3
Coolersqty 2

Decorations

Buntingqty 4
Welcome sign
Waterproof markersqty 6
Laminated game cardsqty 12

Lighting

LED lampsqty 4

Cleaning

Broomqty 2
Floor squeegeeqty 2
Buckets for cleaningqty 3
Microfiber clothsqty 10
First aid kit

Catering

Groceries

Tips

Check the weather forecast at least 48 hours before the afternoon and decide when you will confirm, postpone or move activities under cover. Water games still need a plan for strong sun, wind and sudden rain.
Set up changing booths, party tents and a shaded rest area before participants arrive. People will need somewhere to change and cool down, not just space for the games.
Prepare the game stations in a clear route and test the water hoses, sprayers, buckets, sponges and water guns before guests arrive. Keep the stopwatch and scoreboard at the station where teams are scored.
Give safety instructions before assigning teams, including where participants may run, where water may be used and how to report a slip or injury. Keep safety equipment visible and make one person responsible for supervision.
Finish drinks, snacks and water stations before the first game starts. Chill drinks in advance, place reusable cups where people can find them, and schedule regular checks to refill water barrels and stations.

Frequently asked questions

How long does it take to organise a water games afternoon?: Allow at least two weeks for the venue, invitations and registrations. Reserve the final 48 hours for the weather check, shopping, dietary requirements and equipment checks, then start physical setup several hours before guests arrive.
How many water stations do I need for a water games afternoon?: Plan at least one clearly marked drinking-water station for every 15 to 20 participants, with extra capacity in hot weather. Check and refill them throughout the afternoon rather than waiting until they are empty.
When should I fill water balloons and prepare the games?: Prepare game materials and mark the stations on the day before. Fill water balloons and set out wet equipment as close to the start time as practical, because balloons and outdoor materials are easier to manage when they are not left out for hours.
What should I do the day before a water games afternoon?: Confirm registrations and dietary requirements, check the forecast, shop for food and drinks, and inspect all game materials. Print the schedule and map, charge or test the speaker and megaphone, and confirm who will supervise each activity.

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.