My school is housed in a Catholic church which has a really great fellowship hall. I had pre-prepped a bunch of materials so that parents could come in and help assemble things for our classroom. This took a LOT of pre-planning and preparation, but it was so worth it because now I have so many things done that I would normally do on the weekends during the school year.
This photo shows how I set up a station to prepare the sound books we use with our sandpaper letters. I had everything laid out with a little note telling what needed to be done. A close-up of the note is in the second photo.
To prepare for Materials night, I had done a lot of planning this summer. This year we are going to study an artist each month. I have planned an art activity to go with each artist study. Also, I have seasonal art projects that I put out throughout the year. I created a planning sheet (which you can download below) to help me visualize the projects for the year along with what materials needed to be prepped for each activity. As I (or the parent helpers) prepped the different items I highlighted them with a yellow marker so I can easily see what still needs to be done for each month's projects.
Here's a close-up so you can see what I am trying to describe. This was a pretty nifty little process and I am thrilled to have so many things highlighted before school even starts! Maybe I'll get to spend most weekends home with my family this year!