Card Night Checklist

A card night runs best when the practical details are settled before players arrive. Book the venue and fix the date first, then confirm registrations, choose the games and build the match schedule. In the final week, check the shopping list, prizes and spare card games. On the day, allow enough time to number tables, lay out score sheets, prepare refreshments and explain the rules before the first deal.

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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
Record date and times
Select card games
2 people
Arrange prizes for winners
Draft invitations
Send invitations
Process registrations
Collect dietary requirements
Confirm registrations
Determine the table layout
2 people
Create match schedule
2 people
Assign volunteers to stations
Check the shopping list
Do the shopping
2 people
Collect prizes
Check card games
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set up tables
3 people
Set up chairs
2 people
Number game tables
Lay out the card games
2 people
Prepare the game rules and score sheets
2 people
Prepare coffee and tea
2 people
Set up the buffet table
2 people
Set up the registration table
Hang up decorations
2 people
Test sound system
2 people

Event

Receive participants
3 people
Collect registration fee
2 people
Explain the rules
2 people
Supervise the first round
3 people
Refill drinks
2 people
Refill snacks
2 people
Collect score sheets
2 people
Supervise the second round
3 people
Restock the buffet
2 people
Support the third round
3 people
Check final scores
2 people
Announce the winners
2 people
Present prizes
2 people
See participants off
2 people

Aftercare

Collect card games
2 people
Clear tables and chairs
4 people
Wash dishes
2 people
Collect waste
2 people
Clean the venue
3 people
Remove decorations
2 people
Secure cash
2 people
Return borrowed items
2 people
Distribute leftover food
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 48
Buffet tablesqty 2
Registration desk

Tableware

Coffee cupsqty 50
Glassesqty 60
Platesqty 60
Knivesqty 50
Forksqty 50

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Bread knivesqty 2
Serving plattersqty 8
Serving tongsqty 6
Coolersqty 3

Equipment

Sound system
Microphone
Extension cordsqty 3
Power stripsqty 3
Rechargeable calculatorsqty 4
Prize table

Maps and materials

Card gamesqty 12
Spare card gamesqty 2
Score sheetsqty 100
Pensqty 50
Play matsqty 12
Game rule cardsqty 12
Number cardsqty 12

Decorations

Tableclothsqty 10
Buntingqty 3
Table decorationsqty 8

Office

Cash box
Registration formsqty 60
Name stickersqty 60
Tapeqty 2

Cleaning

Trash binsqty 4
Broom and dustpanqty 2
Mopsqty 2
Bucketsqty 2

Catering

Groceries

Tips

Set the date, venue and start and finish times before sending invitations. Close registrations at least 5 days before the event so you can confirm numbers, collect dietary requirements and create the table plan.
Choose the card games before making the schedule. Prepare one rule card and score sheet per game table, plus at least one spare card game in case a deck is missing or damaged.
Plan the room around the game tables first. Leave clear routes to the registration desk and buffet table, and number every table before players arrive so volunteers can direct people quickly.
Do the shopping and collect the prizes 2 to 3 days beforehand. Chill drinks on the day, and prepare snacks, coffee and tea close enough to the games that players do not need to cross the room repeatedly.
Allow at least 60 to 90 minutes for setup. Put out play mats, cards, pens, score sheets and number cards together at each table, then test the microphone, sound system and extension cords before registration opens.

Frequently asked questions

How far in advance should I organise a card night?: Book the venue and record the date at least 4 to 6 weeks ahead. Send invitations around 3 weeks before the event and close registrations about 5 days before it starts.
How many card tables do I need?: Plan one table for each active game group, then add one spare table if the room allows. Finalise the number after registrations close, because the match schedule depends on the confirmed player count.
When should I prepare the card night schedule?: Create the match schedule 3 to 5 days before the event, after registrations and dietary requirements are confirmed. Print the schedule, rules and score sheets before setup begins.
What should I set up first for a card night?: Set up tables and chairs first, then number the tables and place the games, play mats, pens and score sheets. Finish with the registration desk and buffet table so arrivals and refreshments are ready when doors open.

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