Bingo night checklist: what to arrange and when

A bingo night runs smoothly when the numbers, prizes and equipment are ready before guests arrive. Start by confirming the room, date and registrations, then set the rounds and prepare the cards, prize money and winner forms. On the day, allow time to arrange tables and chairs, test the microphone and speaker, chill drinks, and set out coffee, tea and snacks. This checklist follows that order so small details do not delay the first round.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Reserve the room
Confirm date and time
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm registrations
Set bingo rounds
2 people
Buy prizes
2 people
Check bingo equipment
2 people
Sort bingo cards
2 people
Prepare prize money
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Print participant list
Print the run sheet

Event

Open hall
2 people
Set up tables
4 people
Set out chairs
4 people
Set up bingo tables
3 people
Set up the prize table
2 people
Hang decorations
2 people
Connect the sound system
2 people
Set out bingo cards
2 people
Set out coffee and tea
2 people
Set out snacks
3 people
Staff the registration desk
2 people
Welcome visitors
2 people
Give game instructions
Present bingo rounds
Check the winners
2 people
Present prizes
2 people
Serve snacks
2 people
Refill drinks
2 people
Refill coffee and tea
2 people
Announce the final round
Say goodbye to visitors
2 people

Aftercare

Clear away bingo materials
3 people
Clear tables and chairs
4 people
Collect waste
2 people
Wash dishes
3 people
Clean the room
4 people
Check toilets
Switch off equipment
2 people
Turn off lights
Lock up the venue
2 people
Store leftovers
2 people
Return materials
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Tablesqty 8
Chairsqty 60
Prize table
Registration desk
Clothing rack

Equipment

Bingo machine
Bingo cage
Microphone
Speaker
Extension cordsqty 3
Power stripsqty 3
Laptops
Printer
Calculatorqty 2

Bingo supplies

Bingo ballsqty 90
Bingo cardsqty 150
Bingo markersqty 60
Spare cardsqty 20
Raffle drum
Number plate
Winner formsqty 30
Pensqty 20
Clipboardsqty 4

Tableware

Coffee cupsqty 60
Glassesqty 60
Pastry platesqty 60
Cutlery setsqty 60
Coffee spoonsqty 60
Serving traysqty 6

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Ice spoonsqty 2
Small bowlsqty 12
Sugar bowlsqty 4
Milk jugsqty 4

Decorations

Bingo banner
Tableclothsqty 8
Balloonsqty 50
Balloon ribbon
Table décorqty 8

Lighting

Mood lightingqty 3
Light Stripsqty 2

Cleaning

Broomsqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6
Toilet brushesqty 2

Catering

Groceries

Tips

Confirm dietary requirements before shopping, then prepare snacks and drinks for the final guest count. Keep coffee cups, glasses, plates, cutlery and serving trays together so refreshments can be served without a last-minute search.
Set the bingo rounds before printing or sorting the cards. Prepare spare cards and markers as well as the winner forms, pens and clipboards; replacing a missing card during a round slows down the whole room.
Check the bingo machine or cage, balls and number plate before opening the hall. Test the microphone and speaker from the back row, and check extension cords and power strips so the caller can be heard clearly.
Prepare the prize table separately from the registration desk. Count the prize money and prizes against the round list, then keep the participant list and calculator at registration for quick checks.
Allow at least 60 minutes before the advertised start time for room setup. Arrange tables and chairs first, then the bingo tables, cards, refreshments and decorations; print the run sheet and participant list before leaving for the venue.

Frequently asked questions

How far in advance should I organise a bingo night?: Confirm the room and date at least 4 to 6 weeks ahead, especially if the venue is shared. Send invitations as soon as those details are fixed, then close registrations early enough to shop for the final numbers.
How much time do I need to set up a bingo night?: Allow at least 60 minutes for the room, tables, chairs, prize table, cards and refreshments. Add another 15 minutes if you need to connect and test the microphone, speaker or other electrical equipment.
What should I prepare before guests arrive at bingo night?: Have the participant list, sorted bingo cards, markers, spare cards, winner forms and pens ready at registration. The rounds, prizes and prize money should also be checked before the first guest is seated.
How many spare bingo cards should I prepare?: Prepare at least 5 spare cards for a small group, or around 10% of the expected attendance for a larger night. Keep them at the registration desk so a damaged or misplaced card can be replaced immediately.

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