1.     Set a Date and Time

Set a date that works for everyone, whilst remembering the weather if hosting it outdoors. Make sure more of your volunteers/helpers can be around for the day. You will also need to decide on the duration of the event, how long will it run for? Don’t forget to give yourself time to set up and break down afterwards.

2.    Determine the Budget

Setting a budget is arguably one of the hardest but most important part of the event. If you need tips, you can check out our post on How to Budget for an Outdoor Event. Allocate funds for activities, food, and any other expenses.

3.    Choose a Venue

If you are considering an outdoor event, please check out our pros and cons of outdoor events first, but outdoor options include parks, beaches, picnic areas, town centres, playing fields. We’ve got another post on How to find the perfect outdoor venue too. 

If you’d rather stay safe on the weather front, and choose to go indoors, you could hire a community centre, a school hall, or a conference space. 

4.     Plan Activities

• Outdoor Activities:
• Sports: Soccer, volleyball, frisbee.
• Games: Scavenger hunts, sack races, tug-of-war.
• Entertainment: Live music, magicians, balloon artists, face painters, bouncy castles
• Indoor Activities:
• Board games, card games, puzzles.
• Craft stations for painting, drawing, or building.

5.    Food and Drinks

Hire in a bar and some caterers to keep your guests happy, you can choose from all sorts, BBQ to Greek, and vegan, churros to candy floss. Make sure you’ve catered for everyone so hire in a choice.

6.    Staffing & Rotas

Get all your equipment together and buy or hire anything additional you may need. Get your staff and volunteer availability and draw up a rota so you know who is helping when. 

7.    Send Invitations

Advertise your event with posters, social media posts and announcements in the local newspaper. Make sure everyone local knows your event if happening. 

8.    Plan for Weather

Having a contingency for bad weather is unfortunately essential in the UK, so make sure you have a robust plan. This could be moving an outdoor event inside, or ensuring everything can be covered if needed. Keep an eye on the forecast as the date approached and monitor it on the day if needed. It’s best practice to have multiple contingencies in line with different scenarios. 

9.    Safety First

Check out our blog post on where to find safety information to help you plan a safe event. This may seem like a lot of additional unnecessary work but you will thank us if anything goes wrong. 

10.  Capture Memories

Hire a photographer or videographer to take photos throughout the day so you can capture all your hard work and the memories your guests will have made. 

Tips for Success

• Involve everyone in planning to ensure activities cater to all interests.
• Stay flexible to adapt to any changes or unexpected situations.
• Focus on fun rather than perfection, ensuring a relaxed and enjoyable atmosphere.

By following these steps, you can create a memorable and enjoyable family fun day that everyone will cherish.