Family Games Afternoon Checklist

A family games afternoon runs more smoothly when the practical details are settled before guests arrive. Use this checklist to work through the plan in order: reserve the room, confirm numbers, prepare the games and set up separate areas for play, food and drinks. Allow extra time for missing equipment, dietary requirements and score sheets. On the day, aim to have the room ready before the first arrival so someone can focus on welcoming families instead of carrying tables.

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 a room
Set the date and program
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Develop the games program
2 people
Check the rules
2 people
Arrange missing games
Determine catering quantities
2 people
Check the shopping list
2 people
Send confirmation to participants
Do the shopping
2 people
Gather games and materials
2 people
Chill drinks
2 people
Open and check the room
2 people
Set up tables and chairs
4 people
Set up game tables
3 people
Prepare the games per table
3 people
Prepare quiz questions and score sheets
2 people
Hang decorations
2 people
Set up buffet and drinks table
3 people
Prepare snacks
3 people
Set out coffee and tea
2 people

Event

Staff the reception desk
2 people
Welcome visitors
2 people
Explain the rules
3 people
Guide the first game round
4 people
Refill drinks
2 people
Refill snacks
2 people
Guide the second round of the game
4 people
Serve the break and buffet
4 people
Serve diet meals
2 people
Present the quiz round
2 people
Check scores
2 people
Announce the winners
Supervise free play
3 people
Wave goodbye to visitors
2 people

Aftercare

Sort and pack games
3 people
Collect waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Clean the room
3 people
Return materials
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
Coat racksqty 2
Stoolsqty 6

Game materials

Board gamesqty 12
Card gamesqty 6
Puzzlesqty 4
Diceqty 12
Conesqty 48
Scoreboardqty 2
Table tennis set
Ring toss set
Boccia set
Mikadoqty 2
Memory gamesqty 3
Quiz buzzersqty 4
Prizesqty 12

Tableware

Reusable platesqty 50
Reusable cupsqty 60
Coffee cupsqty 40
Cutlery setsqty 50
Serving spoonsqty 8
Serving plattersqty 8
Serving tongsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Knivesqty 6
Coolersqty 3

Equipment

Bluetooth speaker
Microphone
Extension cordsqty 3
Power stripsqty 3
Rechargeable lampsqty 4

Decorations

Buntingqty 8
Balloonsqty 50
Tableclothsqty 8
Name badgesqty 50
Vasesqty 8

Catering

Groceries

Tips

Set the date and programme before sending invitations, then give guests a clear reply deadline. Collect dietary requirements with the RSVP so catering quantities can be adjusted at least one week before the afternoon.
Plan the games by table and group rather than leaving people to choose everything at once. Prepare each table with its game, rules, materials and score sheets before guests arrive.
Check the equipment several days in advance, especially less common items such as quiz buzzers, a ring toss set, boccia equipment and a table tennis set. Arrange replacements before shopping if anything is missing.
Separate the buffet, drinks and coffee stations from the game tables. Put reusable plates, cups, cutlery, serving utensils and thermos flasks out before the first game starts, not during the welcome.
Build in a final 30-minute room check for tables, chairs, coats, refreshments and game materials. Keep the reception table staffed during arrivals so late guests can be directed without interrupting a game.

Frequently asked questions

How far in advance should I send invitations for a family games afternoon?: Send invitations 3 to 4 weeks ahead and set the RSVP deadline about 10 days before the event. This leaves time to confirm attendance, collect dietary requirements and calculate food and drink quantities.
How many games do I need for a family games afternoon?: Prepare at least one main game or activity for each planned table, plus 2 or 3 spare options for different ages and waiting times. Check every game 3 to 5 days beforehand and group its pieces and rules together.
When should I set up the room for a family games afternoon?: Allow at least 90 minutes for room setup, including tables, chairs, game stations, the buffet and the drinks table. Finish a separate 30-minute check just before doors open.
How much food and drink should I prepare?: Base quantities on the confirmed guest count and add about 10% for unexpected attendees or larger portions. Have drinks chilled before setup and place coffee, tea and water where guests can serve themselves without crossing the game area.

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.