Christmas Bingo Checklist

A Christmas bingo runs smoothly when the practical details are settled before the festive touches begin. Book the venue, fix the date and send invitations early enough to collect registrations and dietary requirements. Then prepare the prizes, bingo cards and numbers while you still have time to check everything twice. On the day, allow time for drinks, snacks, tables, decorations, sound and the entrance before participants arrive. This checklist puts the work in a useful order, from the first booking to handing out bingo cards.

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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
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm number of participants
Buy prizes
2 people
Prepare bingo forms
2 people
Check bingo numbers
Wrap the prizes
2 people
Check the shopping list
Do the shopping
2 people
Confirm venue and key
Chill drinks
2 people
Prepare snacks
3 people
Set out coffee and tea
2 people
Set up tables and chairs
4 people
Set tables festively
3 people
Hang decorations
3 people
Set up bingo tables
2 people
Test sound and music
2 people
Prepare bingo materials
2 people
Set up entrance and cloakroom
2 people

Event

Receive participants
3 people
Hand out bingo cards
2 people
Serve coffee and tea
2 people
Explain the rules
Supervise bingo rounds
2 people
Serve snacks
3 people
Refill drinks
2 people
Present prizes
2 people
Serve the hot meal
4 people
Guide free bingo and the Christmas quiz
2 people
Finish the final round
2 people
See participants off
2 people

Aftercare

Collect plates and glasses
3 people
Store leftovers safely
2 people
Sort and dispose of waste
3 people
Wash dishes
3 people
Clean the venue
4 people
Put furniture back
3 people
Remove decorations
2 people
Check and store the materials
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Buffet tablesqty 2
Coat racksqty 2

Tableware

Drinking glassesqty 70
Coffee cupsqty 60
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 10
Serving plattersqty 10
Serving spoonsqty 8

Decorations

Christmas tree
Christmas baublesqty 40
Christmas garlandsqty 8
Tableclothsqty 8

Lighting

LED string lightsqty 6
LED candlesqty 20

Game materials

Bingo cardsqty 60
Bingo cage
Bingo ballsqty 90
Bingo markersqty 70
Prize packsqty 12

Equipment

Laptop
Speakerqty 2
Microphone
Extension cordsqty 4
Power stripsqty 3

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Soup bowlsqty 60
Serving spoonsqty 4

Cleaning

Broomsqty 2
Mopsqty 2
Bucketsqty 2
Vacuum cleaner
Cleaning glovesqty 6

Catering

Groceries

Tips

Confirm the final number of participants before buying snacks, drinks and prize packs. Use that number to decide how many tables, chairs, bingo cards and place settings you need.
Prepare the bingo cards, bingo numbers, cage, balls and markers at least one day before the event. Check the number range and test the drawing process before guests arrive.
Wrap and label the prizes before setup day, especially if there are separate prizes for different bingo rounds. Keep them together so the person running the game can reach them quickly.
Chill drinks and prepare snacks before participants arrive, then set out coffee, tea, cups and thermos flasks where people can serve themselves without blocking the entrance.
Leave at least 60 minutes for room setup. Arrange tables and chairs first, then the bingo tables, sound equipment, decorations, entrance and cloakroom; test the microphone and speaker before opening the doors.

Frequently asked questions

How far in advance should I plan a Christmas bingo?: Book the venue and record the date and times at least 6 to 8 weeks ahead. Send invitations soon after, so registrations and dietary requirements are known before you shop and prepare the room.
How many bingo cards do I need for a Christmas bingo?: Prepare one bingo card for every participant, plus 5 to 10 spare cards for replacements or late additions. Confirm the final attendance a few days before the event and check the stack against that number.
When should I buy and wrap Christmas bingo prizes?: Buy the prizes after registrations close and the number of participants is confirmed, ideally 1 to 2 weeks before the bingo. Wrap and label them at least one day before the event so setup is not delayed.
How early should I arrive to set up a Christmas bingo?: Arrive at least 60 minutes before participants are due. Allow extra time if tables, chairs, decorations, the bingo equipment and the sound system all need to be set up from scratch.

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