D&D Game Night Checklist

A D&D game night needs more than a Dungeon Master and a set of dice. Use this checklist to work through the plan in order: confirm the venue and players, prepare the adventure and characters, then set up the tables, maps, miniatures, lighting, food, and drinks. Build in time for dietary details, venue access, and equipment checks. Those are the jobs most likely to be missed when everyone is focused on the game itself.

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
Confirm the game leader
Send invitations
Process registrations
Collect dietary requirements
Confirm participant list
Share the route and address
Choose an adventure
Prepare the adventure
Check the characters
Print characters
Lay out the rulebooks
Do the shopping
2 people
Prepare snacks
2 people
Chill drinks
Check game materials
Create a music playlist
Pick up venue keys
Ventilate room
Set up tables
2 people
Set up chairs
2 people
Set up game tables
Lay out game cards
Sort dice
Place miniatures
Test lighting and power
Set up the drink station
Set up the buffet
2 people
Set up the reception desk
Post the welcome message
Hold the game master briefing
2 people

Event

Welcome guests
2 people
Distribute characters
Explain the rules
Guide the first game round
Serve snacks
2 people
Refill drinks
Lead the break
Serve the hot meal
2 people
Collect tableware
2 people
Guide the second round of the game
Restock drinks and snacks
Lead the closing round
Explain thank-you and departure

Aftercare

Pack leftovers
2 people
Collect waste
2 people
Wash dishes
2 people
Clear tables and chairs
2 people
Pack game materials
Clean the room
2 people
Switch off equipment
Lock up the venue
Keep lost and found items
Distribute leftover food

What to bring

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

Furniture

Tablesqty 3
Chairsqty 14
Buffet table

Game materials

Dungeon Master screen
D&D rulebooksqty 3
Polyhedral dice setsqty 14
Dice traysqty 3
Initiative trackersqty 2
Battle mapsqty 3
Miniaturesqty 40
Ground tilesqty 30
Tokensqty 200
Character sheetsqty 20
Notepadsqty 14
Pencilsqty 20
Erasersqty 10
Pencil sharpenersqty 3
Writing boardsqty 14

Equipment

Laptop
Projector
Projector screen
Extension cordsqty 3
Power stripsqty 3
Bluetooth speaker

Lighting

Table lampsqty 3

Tableware

Reusable glassesqty 20
Mugsqty 14
Platesqty 20
Cutlery setsqty 20
Serving plattersqty 6
Serving tongsqty 3

Kitchen

Coolersqty 2
Thermos flasksqty 2
Kettle
Coffee maker

Cleaning

Dishpan
Dish brushesqty 2
Cleaning bucketsqty 2
Mopsqty 2
Trash binsqty 3

Decorations

Tableclothsqty 3
Name badgesqty 14
Directional signsqty 4

Catering

Groceries

Tips

Confirm the participant list and dietary requirements before shopping. For a group of six, check every response at least 3 days before the game so snacks and drinks match the people attending.
Prepare the adventure and check every character before game day. Print the character sheets and set out the rulebooks, pencils, erasers, notepads, dice trays, and initiative trackers before players arrive.
Set up the game tables before arranging the social food area. Leave clear space for battle maps, ground tiles, miniatures, tokens, and a Dungeon Master screen, rather than squeezing them in after the chairs are placed.
Test the laptop, projector, projector screen, speaker, extension cords, and power strips at least 1 hour before the session. Keep table lamps available if the main lighting makes maps or character sheets hard to read.
Chill the drinks and prepare snacks before the game starts, then place reusable glasses, mugs, plates, cutlery, and serving platters where players can reach them without crossing the game tables. A separate buffet table prevents food from interrupting combat.

Frequently asked questions

How far in advance should I plan a D&D game night?: Start 2 to 3 weeks ahead if you need to reserve a venue and confirm a game leader. Send invitations early, then finalise the participant list and dietary requirements at least 3 days before the session.
How long does it take to set up a D&D game night?: Allow 60 to 90 minutes at the venue for ventilation, tables, chairs, game materials, lighting, and equipment checks. Pick up the keys and arrive early enough to test the projector and speaker before players arrive.
What should I prepare before players arrive for D&D?: Choose and prepare the adventure, check the characters, and print the character sheets before setup day. Lay out the rulebooks, dice, maps, miniatures, tokens, writing supplies, and initiative trackers so the game can start within 10 minutes of the scheduled time.
How many drinks and snacks do I need for a D&D game night?: For the first hour, plan on 2 to 3 drinks per person, then add water and extra drinks for a longer session. Prepare at least 2 snack portions per person and confirm dietary requirements 3 days beforehand.

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.