How to Set Up a Kids Group for After-School Activities

Setting up a kids group after school doesn’t have to be complicated. You don’t need a big budget, a fancy office, or even a degree in education. What you need is a clear idea, a few reliable adults, and kids who want to do something besides staring at screens. In Edinburgh, we’ve got parks, community centres, and libraries that are ready to host groups-if you know how to ask. Here’s how to actually make it happen, step by step.

Start with a simple idea

Don’t overthink the purpose. A kids group isn’t meant to be a tutoring centre, a sports academy, or a daycare. It’s a safe, fun space where children can just be kids after school. Think about what’s missing in your neighbourhood. Is there a group that plays football? Maybe not. Is there a place where kids can build things with cardboard and glue? Probably not. Start with one activity that feels natural. Chess. Drawing. Board games. Storytelling. Even just hanging out with a snack and a chat counts.

One group in Leith started with nothing more than a table, a pile of old board games, and a sign that said “Free Play 3:30-5:30”. Within three weeks, they had 18 regulars. The key? No pressure. No rules beyond “be kind” and “clean up after yourself”.

Find a free or low-cost space

You don’t need to rent a room. In fact, you shouldn’t. Most communities have spaces that sit empty after school hours. Check with:

• Your local library-many have meeting rooms that are free for community use
• A school hall-ask if they allow outside groups to use space after 3:30 PM
• A community centre-Edinburgh has dozens, and most have sliding scale fees or free slots for youth groups
• A church or mosque-many offer space to non-religious groups if you’re respectful

When you call, be specific: “We’re starting a weekly after-school group for kids aged 8-12, every Tuesday. We need a room for two hours, with tables and chairs. We’ll bring our own supplies and clean up.” Most places say yes if you sound organized and responsible.

Get at least two other adults on board

One adult can’t run a group. Not safely, not sustainably. You need at least two other trusted adults-parents, teachers, retired staff, even a university student studying child development. The rule in Scotland is simple: you must have a 2:1 adult-to-child ratio for groups under 12. That means for every 12 kids, you need four adults. Start small. Aim for six to eight kids to begin with. That’s two adults. Perfect.

Ask people you already trust. Don’t post a public call for volunteers yet. Start with your neighbour who volunteers at the food bank. Or the mum whose kid loves drawing. Ask them: “Would you be willing to help out one afternoon a week? No experience needed. Just show up, be calm, and make sure everyone’s okay.”

Make a simple sign-up sheet

You don’t need an app. You don’t need a website. Just use a Google Form. It’s free. Ask for:

• Child’s name and age
• Parent/guardian name and phone number
• Any allergies or medical needs
• Permission to take photos (optional, but helpful for promotion)

Send the link to your local parent WhatsApp group, the school newsletter, or the community board outside the library. Keep it simple. No forms to print. No fees. No application process. Just a name, a number, and a yes.

Plan the first four weeks

Don’t try to plan six months. Plan the first four weeks. That’s enough to see if it sticks. Here’s a sample:

1. Week 1: Meet and greet. Play a game. Eat a snack. Let kids choose the next activity.
2. Week 2: Build something. Use cardboard, tape, scissors. No instructions. Just let them create.
3. Week 3: Tell stories. One kid tells a story. Others draw it. No pressure to perform.
4. Week 4: Let the kids run it. Ask them: “What do you want to do next week?” Then do it.

That’s it. No lesson plans. No curriculum. No grades. Just rhythm. Kids don’t need structure-they need predictability. They want to know that every Tuesday, there’s a snack, a space, and someone who’s happy to see them.

Keep it safe and legal

In Scotland, if you’re running a regular group for children under 16, you need to register with the Disclosure Scotland scheme. It’s called a PVG (Protecting Vulnerable Groups) check. It’s free. It takes about two weeks. You can start the process online at disclosurescotland.co.uk. You’ll need:

• Your full name and address
• Your date of birth
• A copy of ID (passport or driving licence)

Every adult in your group needs one. No exceptions. This isn’t bureaucracy-it’s protection. For the kids. For you. For the people who trust you.

Also, make sure you have a basic emergency plan. Where’s the nearest phone? Who’s the first point of contact if a child gets hurt? Keep a list of emergency contacts for every child. Store it in a locked folder. Not on your phone.

Keep it going

The biggest reason after-school groups fail? Burnout. One person tries to do everything. Then they get tired. Then they quit. Avoid this by building habits, not heroes.

Set a monthly rotation. One week, you bring snacks. Next week, someone else does. One week, you plan the game. Next week, someone else does. Ask parents to help once a month. Maybe they can bring biscuits. Or read a story. Or just sit and listen.

Keep a whiteboard in the room. Write: “What we did this week” and “What we’ll do next week”. Let the kids write their ideas. They’ll start to feel like it’s theirs. And when they do, the group won’t die when you’re away.

What to avoid

- Don’t charge fees. If you do, you’ll lose the kids who need it most. Keep it free. Always.

- Don’t try to teach. You’re not a teacher. You’re a helper. Let kids lead. Ask questions. Don’t give answers.

- Don’t ignore quiet kids. The shy ones often stay silent for weeks. Then they’ll draw you a picture. Or sit next to you. Just wait. Don’t push.

- Don’t compare your group to others. Every group is different. One might be loud. One might be quiet. Both are good.

Real examples from Edinburgh

In Portobello, a retired teacher started a weekly “Tin Can Orchestra” where kids made instruments from empty cans, cardboard, and rubber bands. They played once a month in the park. No auditions. No practice. Just joy.

In Craigmillar, a group of teens started a “Walk and Talk” club. Every Wednesday after school, they walked the local loop with younger kids and talked about anything-school, pets, fears, dreams. No agenda. Just walking and listening.

These groups didn’t start with funding. They didn’t start with permits. They started with one person saying: “I’ve got an hour. What do you need?”

What happens next?

After six weeks, you’ll know if it’s working. Do kids come back? Do they smile when they walk in? Do they ask when the next one is? If yes-you’ve built something real.

Don’t rush to expand. Don’t apply for grants. Don’t start a Facebook page. Just keep showing up. The group will grow on its own. Kids tell their friends. Parents talk to neighbours. And slowly, quietly, you’ll have a community.

You didn’t need permission. You didn’t need money. You just needed to start.