How to Set Up a Kids Group: After-School Clubs Made Easy
May, 20 2025
So, you want to set up a kids group but feel a little lost about where to start? You’re not alone. Most parents and volunteers worry about getting it right, but honestly, it’s way more about keeping things simple than creating the world’s greatest club.
Here’s the bottom line: you need a plan that kids will love and parents can trust. Instead of stressing over tons of options, just focus on what makes sense for your group. Do you have a bunch of sporty kids? Science lovers? Or maybe art and crafts junkies? Picking a theme gives everyone direction and makes the first meeting way less awkward.
Before you even start looking for a venue, jot down a list of activities you think the kids would actually look forward to. Don’t overcomplicate it—relay races, slime making, scavenger hunts, or cookie decorating all totally work. The best after-school clubs start with one or two simple ideas, and then build as you get to know the group and what keeps them fired up.
- Picking the Right Theme and Age Group
- Planning Safe and Fun Activities
- Finding a Space and Gathering Supplies
- Handling Communication with Parents
Picking the Right Theme and Age Group
Getting the theme right sets the whole vibe for your kids group. Start by thinking about the kids’ ages—what works for 6-year-olds is totally different from what works for preteens. For younger ones, you’ll want simple, energetic stuff like craft time, story circles, or hands-on science experiments. Older kids usually want something with a bit more freedom, like robotics, drama, or even coding sessions.
Surveys show that kids stay in groups longer when they feel connected to the activities. For example, the National Afterschool Association found that clubs focused on a clear theme (like nature or sports) kept kids engaged 30% longer compared to mixed-topic clubs. So the more focused you can be, the better.
Here’s a quick breakdown of some popular after-school club themes by age group, all based on what keeps kids excited and coming back:
| Age Group | Popular Themes |
|---|---|
| 5-7 years | Art & Craft, Storytelling, Simple Science |
| 8-10 years | Sports, Nature Explorers, Cooking/Baking |
| 11-13 years | Robotics, Drama, Coding, Outdoor Adventure |
Now ask yourself a few questions: What are the kids already into? What skills would they like to pick up? And—just as important—what are you excited to help with? When you match those up, your club will run itself. If you’re really not sure, try a quick poll, either by chatting at pickup or sending a Google form to the parents. You’ll be surprised by how quickly a favorite idea floats to the top.
Whatever you pick, stay flexible. The first theme isn’t set in stone; you can always change it up if things aren’t clicking for the group. The main thing is making sure everyone feels included and pumped to show up every week.
Planning Safe and Fun Activities
When setting up a kids group, safety and fun should go hand in hand. You want activities that get kids excited, but you also need to watch out for scrapes, allergies, or anything that could go wrong. Most clubs use a simple rule: if you wouldn’t let your own child do it, skip it.
Start by asking parents about allergies or special needs—think nut allergies, asthma, or anything that could show up suddenly. Just one peanut butter cookie can ruin the day for some kids, so always double-check. According to the CDC, about 8% of children in the U.S. have food allergies, so your snack choices really matter.
Activities don’t have to be over-the-top to be a hit. Kids genuinely love things like building forts, playing capture the flag, or making easy crafts. If you’ve got limited space, try board games or a trivia competition. Keep a first-aid kit nearby and have an adult handle any cutting or hot glue guns. Here’s what many successful groups do each week:
- Kick off with a group game (Simon Says, musical chairs)
- Break into smaller teams for crafts or experiments
- Work in a snack break—and always check those allergies
- Wrap up with a quick group share—let kids show what they made
Don’t forget to change things up. A study from the Afterschool Alliance found that kids who try new activities regularly are more likely to keep coming back and develop new skills.
| Activity Type | Ideal Age Group | Supplies Needed |
|---|---|---|
| Science Experiments | 8-12 | Baking soda, vinegar, food coloring |
| Team Sports | 6-12 | Cones, balls, pinnies |
| Crafts | 5-10 | Paper, glue sticks, markers |
| Cooking/Baking | 8-12 | No-bake recipes, aprons, plastic knives |
"Kids learn best when they're having fun and staying safe. Plan activities that let everyone join in, and always keep an eye on the details."
– Janet Hoffman, Director of Youth Programming, YMCA
Bottom line: know your group, get the basics covered, and never underestimate how much kids love the simple stuff. Even the best-laid plans can go sideways, so stay flexible and roll with whatever happens.
Finding a Space and Gathering Supplies
Finding a good spot for your kids group is half the battle, and honestly—sometimes the school gym is booked, or the weather's not playing along. The trick is to get creative. Local schools, libraries, churches, community centers, or even your neighborhood park usually have rooms or open spots you can use, and lots of them offer free or super cheap rates for kids’ groups. Reach out early—these fill up faster than you’d think, especially after 3 PM.
If you're in the US, recent data shows community centers host over 25% of after-school clubs, with libraries and school multipurpose rooms following close behind. Some places might ask for insurance or a small deposit, so ask about that up front. Here’s a quick comparison to keep it practical:
| Venue Type | Average Cost (per hour) | Typical Availability | Pros |
|---|---|---|---|
| School Classroom | $0 - $20 | Afternoons, Weekends | Kid-safe, easy for school pickup |
| Library Meeting Room | $0 - $15 | Afternoons, Evenings | Free resources, public space |
| Community Center | $10 - $30 | Evenings, Saturdays | Lots of space, often already set up for kids |
| Public Park Pavilion | Free - $25 | Seasonal, Daytime | Great for active clubs, easy clean-up |
Once your spot’s set, whip up a supplies list based on your group’s activities. Don’t buy everything at once. For crafts, grab basics: scissors, markers, glue, construction paper. For science stuff, plastic cups and baking soda get a lot of mileage. Sports? Collapsible cones, jump ropes, and a ball or two are perfect for most games.
Pro tip: Lots of parents are happy to chip in supplies or extra snacks. Make a shared online wishlist using Google Sheets or something similar so everyone can see what’s needed and volunteer to bring things. If you want to stretch your budget, check out local dollar stores or Facebook community groups—there’s always someone with extra coloring books or board games sitting in a closet.
Whatever you do, stay organized. Label your bins, keep emergency kits on hand, and set up quick clean-up routines at the end of every session. Less mess means fewer headaches and more time for actual fun.
Handling Communication with Parents
If you want your after-school club to run smoothly, keeping parents in the loop is just as important as planning fun activities. Most group problems pop up because of misunderstandings, so clear and regular updates make a huge difference.
Always start things off with a welcome email or message explaining the club’s plan, schedule, locations, and emergency contacts. Don’t leave parents guessing about drop-off or pick-up times—it saves everyone a lot of stress. Even a quick group chat or app like WhatsApp or GroupMe works great for reminders and quick questions. Choose a method that suits your group, but make sure it’s something everyone can access easily.
Set up a simple feedback system. You could use a Google Form every month or just ask parents at pick-up if they have suggestions or concerns. Honest chats help fix problems before they blow up. It’s also smart to give early heads-ups about any changes, like a new venue or different finish time.
Parents care about their kids’ safety, so share your plans for food allergies, sign-in and out sheets, or what to do if someone gets sick during the club. Give them numbers or a contact if something urgent comes up during the session. This isn’t just about building trust—it lets you all focus on the fun stuff.
- Share clear info about the club’s kids group rules and schedule.
- Offer fast ways for parents to reach you during club hours.
- Send quick updates and reminders, not just big newsletters.
- Ask for feedback regularly and act on anything that keeps kids safer or happier.
The more parents know, the smoother things go—both for you and for the kids.