Behind the scenes: a Thursday prep night

We always say the events 'just happen' on Saturday — but every Saturday is built on a Thursday.

7:00pm — the binder review

Mei opens the planning binder on the kitchen counter and reads through the changes since last Thursday. Anyone running late? Any allergens flagged from the registration form? Anything missing from the supply list? Five minutes of going through it out loud catches more last-minute mistakes than two hours of solo work.

7:30pm — supplies count

We open three large bins labelled 'crafts', 'games', and 'first-aid'. Every item gets sight-checked. Glue sticks dry out, markers run out, sunscreen expires.

• Crafts: glue sticks (count: 24), washable markers (count: 60), construction paper (count: 200 sheets).
• Games: cones, frisbees, parachute, a backup soft ball for the smallest kids.
• First-aid: bandaids, antiseptic, ice packs, emergency contact sheet for every registered family.

8:30pm — the food run

One volunteer drives to the bulk store and picks up the dry goods (paper plates, napkins, the snack haul). Fresh fruit and ice are picked up Saturday morning to avoid waste.

9:30pm — the schedule pin-up

We tape the run-of-show to the inside of the garage door. By Saturday morning, every volunteer arriving to pick up their van knows exactly when they're expected, where, and what they're carrying.

Thursday prep is the unglamorous half of every joyful Saturday. Treat it well.