Board Game Night Checklist

A board game night runs smoothly when the games, tables and food are ready before guests arrive. Start by confirming the venue and registrations, then match games to table sizes and player counts. Check every game’s rules in advance, including borrowed copies, so nobody spends the first 20 minutes searching online. On the day, allow time to ventilate the room, set up the reception desk, chill drinks and prepare the coffee station before welcoming guests.

Organize this event for free with Lizzt

The plan, step by step

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

Preparations

Reserve venue
Announce games night
Send invitations
Process registrations
Collect dietary requirements
Inventory the games
2 people
Borrow missing games
Check the rules
2 people
Assign games per table
2 people
Create final guest list
Check the shopping list
Do the shopping
2 people
Chill drinks
Prepare snacks
2 people
Open venue
2 people
Ventilate room
Set up tables
3 people
Set up chairs
2 people
Set out games
2 people
Lay out game materials
2 people
Set up the buffet
2 people
Set up coffee station
Lay out name badges
Set up the reception desk

Event

Welcome guests
2 people
Explain the games
3 people
Serve welcome drinks
2 people
Guide the first game round
3 people
Serve snacks
2 people
Refill drinks
2 people
Guide the second round of the game
3 people
Serve dinner
3 people
Serve coffee and tea
2 people
Guide the final round
3 people
Serve the final appetizers
See off guests
2 people

Aftercare

Collect the games
3 people
Collect waste
2 people
Wash dishes
2 people
Clear tables and chairs
3 people
Clean the room
2 people
Chill leftover food
Lock up the venue
2 people
Return borrowed games

What to bring

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

Furniture

Tablesqty 7
Chairsqty 32
Buffet table
Reception desk
Stoolsqty 4

Game materials

Board gamesqty 18
Card gamesqty 8
Diceqty 30
Score padsqty 8
Pensqty 40
Hourglassesqty 6
Game matsqty 7

Tableware

Drinking glassesqty 40
Coffee cupsqty 32
Platesqty 40
Cutlery setsqty 40
Small bowlsqty 14
Serving spoonsqty 8
Pitchersqty 4

Kitchen

Coffee maker
Kettlesqty 2
Thermos flasksqty 3
Cutting boardsqty 2
Knivesqty 4
Serving traysqty 4
Coolersqty 3

Equipment

Extension cordsqty 3
Power stripsqty 4

Lighting

Table lampsqty 7

Decorations

Tableclothsqty 7
Name badgesqty 35
Name badgesqty 7
Menusqty 4

Cleaning

Waste binsqty 4
Broom
Dustpan and brush
Mop
Bucket
Cleaning glovesqty 3
Dish brushesqty 2

Catering

Groceries

Tips

Plan the table layout around player counts, not just the number of games. Leave enough space for boards, card piles, drinks and players to reach shared components without knocking anything over.
Check the rules for unfamiliar or borrowed games at least 2–3 days before the event. Put a short rules reference, score pads, pens and any timers with each game so tables can start without searching.
Ask for dietary requirements when people register, then check the shopping list against the final guest list 1–2 days before the night. Prepare snacks in small bowls and keep serving spoons separate from cutlery.
Set up the reception desk, name badges and final table assignments before opening the venue. A visible check-in point prevents guests from interrupting games to ask where they should sit.
Prepare drinks before guests arrive: chill cold drinks, fill pitchers and set out glasses, coffee cups and thermos flasks. Check extension cords and power strips before connecting the coffee maker, kettles or table lamps.

Frequently asked questions

How far in advance should I plan a board game night?: Reserve the venue and announce the games night at least 3–4 weeks ahead. Send invitations early enough to process registrations, collect dietary requirements and create a final guest list 1–2 days before the event.
How many board games do I need for a game night?: Prepare at least 1 suitable game per table, plus 2–3 backup games for different player counts or shorter play times. Inventory the games several days beforehand and borrow missing titles before the final setup.
What should I prepare the day before a board game night?: Finish the guest list, table assignments, shopping check and rules check the day before. You can also buy supplies, chill drinks and prepare snacks so the venue setup is limited to roughly 60–90 minutes.
How long does it take to set up a board game night?: Allow 90 minutes for a small event and up to 2 hours when setting up several tables, a buffet, a coffee station and a reception desk. Open the venue early enough to ventilate the room and test lighting and power connections.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.