Planning
Run-sheet templates
One each for year-end parties, spring banquets, weddings and family days. Lead-time schedule, minute-by-minute rundown and a venue checklist — change the date and headcount and go.
300 people including family and children · outdoor or large venue · 10:00–15:00
Built for a typical headcount. Adjust for your guest count, load-in time and number of performances.
Lead time
| When | What to finish | Owner |
|---|---|---|
| D-90 | Date, venue type (indoor / outdoor) and budget | Lead |
| D-75 | Book venue; confirm the wet-weather plan for outdoor sites | Lead |
| D-60 | Design activity stations, quote vendors | Programme |
| D-45 | Open sign-ups; count adults, children and age spread | HR |
| D-30 | Finalise the site map and stamp card | Programme |
| D-21 | Confirm catering including kids and allergies | Admin |
| D-14 | Assign and brief crew; take out event insurance | Programme |
| D-7 | Pack list; confirm first aid | Admin |
| D-2 | Check the forecast, decide on the wet-weather plan | Lead |
Show-day rundown
| Time | Item | Min | Notes |
|---|---|---|---|
| 07:30 | Crew arrive, build stations | 120 | Outdoor sites need extra load-in time |
| 09:30 | Station tests, PA test, walk the route | 30 | |
| 10:00 | Check-in, hand out stamp cards and name tags | 40 | Children's tags carry a parent's phone number |
| 10:40 | Opening: welcome and how the day works | 15 | Explain the stamp rules and redemption time |
| 11:00 | Open stations, first half | 60 | Allow 5–8 minutes of queueing per station |
| 12:00 | Lunch | 60 | Serve kids first so parents do not queue twice |
| 13:00 | Stage: parent-child games and performances | 40 | |
| 13:40 | Open stations, second half | 40 | |
| 14:20 | Stamp redemption and prize draw | 25 | Keep redemption and the draw on separate lines |
| 14:45 | Group photo and closing | 15 | |
| 15:00 | Guests leave, strike | 90 |
Venue checklist
Confirm each of these before the site visit or the contract.
- Wet-weather plan and the decision deadline
- Shade and water points
- Power per station; generator if needed
- Toilets including family rooms and changing tables
- First aid station and kit
- Lost child procedure and PA protocol
- Parking and shuttle — most families drive
- Public liability insurance in place
Crew
| Role | On site | Responsible for |
|---|---|---|
| Show caller | 07:30 | Overall control, weather calls, PA |
| Station crew (2 each) | 09:00 | Run the station, stamp cards, manage the queue |
| Check-in (4) | 09:30 | Check-in, stamp cards, child tags |
| Redemption (2) | 13:30 | Verify stamps, hand out prizes |
| Medic | 09:30 | Injuries and first aid |
| Floaters (2) | 09:00 | Cover breaks, resupply, lost children |
Where it usually goes wrong
Queue time not counted
With 300 people and 8 stations everyone queues. Aim for at least one station per 40 guests.
No wet-weather plan, or decided too late
Outdoor events need a plan and a hard decision time, such as D-2 afternoon.
Child tags without a parent phone number
The single most useful tool when a child is lost. Write it at check-in.
Lunch and redemption on the same path
It jams. Put redemption on the opposite side and stagger the times.
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