10 Essentials every Activity Coordinator needs (and why)

For too long, Activity Coordinators have been expected to plan, prepare, and organise activities at home or in their own time.

But meaningful activity planning is not an extra - it’s a vital part of high-quality care.

When Activity Coordinators are given the time, tools, and support they need, the results speak for themselves: residents are more engaged, staff feel more connected, and the whole home benefits from a sense of purpose and joy.

Here are my top ten essentials that every Activity Coordinator should have access to in order to do their best work.

1. Laptop 

A laptop isn’t a luxury - it’s a lifeline.

It allows the Activity Coordinator to:

• Research and organise meaningful activities

• Find free printable resources (wordsearches, colouring pages, etc.)

• Contact entertainers and plan outings

• Create event calendars and newsletters to keep families in the loop

  
  

Best of all, it can be used with residents - helping them connect with family online, explore new ideas, or even make friends in other care homes across the country or abroad.

2. Printer 

A reliable printer supports creativity, communication, and evidence gathering.

It’s used to:

• Print posters, flyers, invitations, and photographs for display boards

• Create personalised activity sheets and reminiscence materials

• Produce colourful resources that brighten the home and encourage engagement

  
  

Residents often enjoy helping too - cutting, folding, or designing displays gives them a sense of ownership and pride.

3. Laminator 

If it moves, laminate it! (of course I mean if it's paper or card)

A laminator helps protect and re-use resources by:

• Preserving residents’ artwork and posters

• Making activity sheets wipeable and reusable (saving money and time)

• Creating themed placemats for special meals

• Protecting photos used for displays or evidence

It can be used safely by residents for small projects.

It’s practical, creative, and durable - a small investment that pays for itself quickly.

4. Camera 

A camera captures more than moments - it tells your home’s story.

Use it to:

• Photograph activities and special events

• Create photo displays and albums for reminiscing

• Share positive stories with families and on social media (with consent)

A photo session can even become a fun activity in itself, helping residents express themselves and enjoy seeing their pictures displayed.

5. Photo Albums 

Albums are powerful tools for connection.

They:

• Encourage reminiscing and storytelling

• Help residents recognise friends and recall events

• Provide evidence of engagement for relatives and inspectors

  
  

Smaller albums are ideal for residents to keep personal copies of their photos, these make lovely conversation starters for visitors and staff.

Tip: always date your photos to show progress and continuity of care.

6. Activities Trolley 

No one should be carrying heavy boxes from one end of the home to the other!

A good activities trolley keeps everything organised and easy to move, including:

• Arts and crafts materials

• Musical instruments

• Reminiscence resources

• Group activity items (balls, ribbons, beanbags, etc.)

• Attendance records and planning folders

It keeps sessions running smoothly - and your back safe too!

7. A Well-Organised Cupboard 

Every Activity Coordinator deserves their own cupboard - a calm, creative space where everything has its place.

A tidy cupboard:

• Saves time searching for materials

• Keeps resources in good condition

• Makes it easy for colleagues to find and return items

  
  

Even better, it’s a wonderful space to bring residents into. Many will love helping to sort and tidy. They may even be lucky enough to rediscover forgotten treasures!

8. Dedicated Planning Time 

Perhaps the most important essential of all.

Activity Coordinators need protected time each week to:

• Plan and prepare meaningful activities

• Reflect on what worked well

• Record outcomes and evidence engagement

  
  

Planning time isn’t time off the floor - it’s an investment in residents’ wellbeing.

A well-planned activity programme saves time, reduces stress, and leads to higher engagement.

9. A Supportive Team Culture 

Activities thrive when the whole team recognises that wellbeing is everyone’s responsibility.

Encouraging staff from all departments to get involved, even in small ways, makes a big difference. Whether it’s joining in a quiz, suggesting ideas, or helping to set up, teamwork brings warmth, laughter, and shared purpose to the home.

10. The Activity Coordinators Membership 

And finally, the ultimate time-saver - an Activity Coordinators Membership provides:

• Researched activity ideas and themed resources

• Printable puzzles, colouring pages, and discussion prompts

• A monthly calendar with links and inspiration

• Ideas for community connection, fundraising, and intergenerational projects

• Support for dementia-friendly planning and wellbeing-focused care

  
  

It’s like having a creative partner by your side - one that helps you stay inspired, organised, and connected.

When Activity Coordinators are supported properly, with the right tools, time, and team around them, the difference in residents’ wellbeing is remarkable.

So if your Activity Coordinator doesn’t yet have everything on this list, perhaps it’s time to start a conversation.

Because when you invest in their role, you invest in the happiness and wellbeing of everyone who calls your care home home.

I'd love to know what your essential is - the one thing you rely on every day. Or perhaps there is one thing that is missing from your toolbox, that you just wished you had?

Let me know in the comments.