What you need for a bingo night

A bingo night needs more than cards and a bingo cage. Plan the player materials, prize table, refreshments and the equipment needed to call numbers clearly. Buy or gather consumables early, especially prizes, coffee supplies and disposable tableware if you are not using venue stock. This checklist also covers the items people often remember only when setup has started, such as table numbers, extension cords and a microphone.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 64
Registration desk
Prize table
Stoolsqty 4

Bingo supplies

Bingo cage
Bingo ballsqty 90
Bingo cardsqty 100
Bingo daubersqty 70
Bingo table numbersqty 16
Prizesqty 20
Prize ribbonsqty 20

Equipment

Wireless microphone
Speaker
Music player
Extension cordsqty 3
Power stripsqty 3

Tableware

Coffee cupsqty 70
Glassesqty 70
Platesqty 70
Cutlery setsqty 70
Serving traysqty 6

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Soup ladlesqty 4

Decorations

Tableclothsqty 10
Balloonsqty 50
Bingo signsqty 6
Prize podium signsqty 3

Cleaning

Waste binsqty 4
Hand soap dispensersqty 2

Catering

Groceries
- Coffee - 2 packs
- Tea - 3 boxes
- Semi-skimmed milk - 6 liters
- Oat milk - 2 liter
- Sugar - 1 kilo
- Mints - 1 box
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ice tea - 4 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 3 bags
- Snack mix - 3 bags
- Peanuts - 2 bags
- Popcorn - 3 bags
- Mini cookies - 5 packs
- Apples - 30 pieces
- Bananas - 20 pieces
- Grapes - 3 kilos
- Mini sandwiches - 80 pieces
- Herb cream cheese - 3 tubs
- Hummus - 3 tubs
- Cucumber - 4 pieces
- Cherry tomatoes - 2 kilos
- Paper napkins - 200 pieces
- Stirrers - 100 pieces
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Trash bags - 2 rolls
- Dish soap - 1 bottle
- All-purpose cleaner - 1 bottle
- Cleaning sponges - 1 pack
- Hand sanitizer gel - 2 bottles

Tips

Prepare at least one bingo card and one dabber per player, plus 10% extra. For 40 players, that means 44 cards and dabbers so late registrations or damaged materials do not cause a problem.
Plan the prize table before shopping. Buy prizes for every planned winning round, then add two spare prizes and enough prize ribbons or labels to identify them quickly.
Allow about 250–300 ml of coffee or tea per guest for a two-hour event. For 40 guests, prepare roughly 10–12 litres, with extra cups, teaspoons and thermos flasks ready for refills.
Check the room’s power points at least one day before the event. Test the microphone, speaker and music player together, and pack extension cords and power strips rather than relying on a single socket.
Shop for refreshments no later than the day before, then chill drinks and check dietary requirements before serving food. Put plates, cutlery and serving trays at the table before guests arrive so registration is not interrupted.

Frequently asked questions

How many bingo cards and dabbers do I need per person?: Plan one card and one dabber per player, plus 10% spare. For 40 players, prepare 44 cards and 44 dabbers; keep the extras at the registration table.
How many prizes do I need for a bingo night?: Buy one prize for each planned winning round, then add two spare prizes. If you have 10 rounds, prepare 12 prizes and label them before setup.
How much coffee and tea should I buy for 40 guests?: For a two-hour bingo night, allow around 250–300 ml per guest, or 10–12 litres for 40 people. Keep extra hot water available for tea and late refills.
When should I do the shopping for bingo night?: Buy prizes, bingo supplies and tableware at least three to five days beforehand. Buy chilled drinks and fresh refreshments the day before, then check the complete list again on the morning of the event.

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