Card afternoon checklist: what to arrange and when

A card afternoon runs smoothly when the practical details are settled before guests arrive. Start with the venue and invitations, then confirm registrations, dietary requirements and the table layout. In the final days, check every game, prepare the match schedule, shop for refreshments and organise prizes. On the day itself, allow time for registration, table setup, coffee, snacks and clear game supervision so play can start on time.

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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 venue
Draft invitations
Send invitations
Process registrations
Collect dietary requirements
Confirm registrations
Reserve tables and chairs
Check card games
Create match schedule
Lay out prizes
Do the shopping
2 people
Collect decorations
Print attendance list
Chill drinks
2 people
Set out coffee and tea
2 people
Set up tables
3 people
Set up chairs
3 people
Set the tables
2 people
Set up card tables
2 people
Hang decorations
2 people
Prepare snacks
3 people
Set Up Registration

Event

Receive participants
2 people
Supervise game tables
3 people
Serve coffee and tea
2 people
Refill drinks
Serve snacks
2 people
Record interim result
Serve dinner
3 people
Guide the final round
3 people
Announce the winners
Say goodbye to participants
2 people

Aftercare

Collect cards and games
2 people
Wash dishes
3 people
Collect waste
2 people
Clean the room
3 people
Put furniture back
3 people
Remove decorations
2 people
Return materials
Store leftover items
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 36
Side tablesqty 3
Tableclothsqty 8

Game materials

Playing cardsqty 12
Score padsqty 12
Pensqty 36
Tokensqty 300
Playing card holdersqty 12
Egg timersqty 4

Tableware

Coffee cupsqty 36
Glassesqty 36
Platesqty 40
Cutlery setsqty 40
Napkin holdersqty 4

Kitchen

Thermos flasksqty 4
Water jugsqty 4
Serving traysqty 6
Serving spoonsqty 6
Cake serversqty 2

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3

Decorations

Welcome sign
Table decorationsqty 8
Name badgesqty 36
Balloonsqty 30
Ribbonsqty 4

Cleaning

Waste binsqty 4
Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Cleaning clothsqty 12

Catering

Groceries

Tips

Send invitations early enough to process registrations and confirm attendance before you create the match schedule. Collect dietary requirements at the same time, rather than chasing them during the final week.
Plan the room around the card tables first. Leave clear access to the registration point, drinks and waste bins, and check that each table has enough chairs, playing cards, score pads, pens and tokens.
Check the games before the event, not on the afternoon itself. Count the card decks and test practical items such as card holders and egg timers so missing or damaged pieces can be replaced in time.
Prepare refreshments in two stages: chill drinks beforehand, then set out coffee, tea, cups and snacks shortly before guests arrive. Put water jugs where players can reach them without crossing active tables.
Print the attendance list and set up registration before the first participant arrives. Keep prizes laid out and the match schedule ready, so you are not assembling them while guests are waiting to play.

Frequently asked questions

How far in advance should I send card afternoon invitations?: Send them at least 3 to 4 weeks before the card afternoon. Set a reply deadline about 7 days before the event, leaving time to confirm registrations, dietary requirements and the table plan.
How many card tables do I need for a card afternoon?: Plan one card table for each active game or match, plus at least one spare table if space allows. Use the confirmed attendance and your game format to calculate the exact number, then reserve tables and chairs at least 2 weeks ahead.
When should I create the card game schedule?: Create the first version after registration closes, normally 5 to 7 days before the event. Keep a printed copy at registration and allow a few minutes for late arrivals or no-shows.
When should I set up coffee, snacks and drinks?: Chill drinks several hours beforehand and set up coffee, tea and snacks 30 to 45 minutes before guests arrive. Keep hot drinks away from the card tables and provide water throughout the afternoon.

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.