Farmers' Bridge evening checklist

A Farmers' Bridge evening runs smoothly when registration, table planning and scoring are settled before guests arrive. This checklist takes you from invitations and dietary requirements to numbered tables, round cards, score sheets and prizes. On the day, allow time to set up the reception desk, buffet, coffee station and game materials before participants arrive. It also covers the small items that are easy to overlook, such as spare card games, calculators, extension cords and a clear prize table.

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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

Send invitations
Process registrations
Collect dietary requirements
Reserve venue
Develop the rules
2 people
Arrange the rounds and tables
2 people
Prepare score sheets
Determine prize categories
2 people
Buy prizes
Check the shopping list
2 people
Do the shopping
2 people
Chill drinks
Collect materials
2 people
Print participant list
Wrap the prizes

Event

Open venue
2 people
Set up tables
3 people
Set up chairs
2 people
Number game tables
Prepare game materials
2 people
Set up the buffet
2 people
Prepare coffee and tea
Set up the prize table
Set up the reception desk
Receive participants
2 people
Give game instructions
Supervise the first round
2 people
Collect scores
Refill drinks
Refill snacks
Lead follow-up rounds
2 people
Restock the buffet
2 people
Calculate final standings
2 people
Announce the winners
Present prizes
2 people
Say goodbye to participants
2 people

Aftercare

Collect waste
2 people
Wash dishes
2 people
Clear tables and chairs
3 people
Clean the venue
2 people
Check materials
Store leftover food
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 36
Buffet tablesqty 2
Coat racksqty 2

Tableware

Coffee cupsqty 36
Glassesqty 50
Platesqty 50
Knivesqty 40
Forksqty 40
Spoonsqty 40
Serving plattersqty 8
Serving utensilsqty 8

Game materials

Boerenbridge cardsqty 10
Spare card gamesqty 2
Score sheetsqty 120
Pensqty 40
Table number cardsqty 8
Round cardsqty 8
Scoreboard
Calculatorsqty 2

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Extension cordsqty 3
Power stripsqty 3

Kitchen

Thermos flasksqty 4
Cutting boardsqty 3
Bread knivesqty 3
Kitchen towelsqty 6

Decorations

Tableclothsqty 10
Buntingqty 4
Balloonsqty 40
Prize displaysqty 3

Lighting

String lightsqty 4
Standing lampsqty 2

Cleaning

Waste binsqty 4
Mop
Bucketqty 2

Catering

Groceries

Tips

Set a registration deadline early enough to print the participant list and arrange the rounds and tables. Use the final registrations to confirm dietary requirements rather than relying on last-minute messages.
Prepare one complete game setup for every numbered table: Farmers' Bridge cards, round cards, score sheets and pens. Keep spare card games and extra pens at the reception desk for missing or damaged materials.
Set up the scoring system before the evening starts. Place the scoreboard and calculators where the person checking scores can reach them, and test the score sheets with one sample round.
Give the food and drinks their own setup time. Chill the drinks before guests arrive, and check that the buffet has serving platters, serving utensils, plates, cutlery and enough glasses and coffee cups.
Open the venue before the arrival time to set out tables, chairs, table numbers and the reception desk. Check power access for coffee machines and kettles, using extension cords and power strips safely and keeping cables out of walkways.

Frequently asked questions

How far in advance should I send invitations for a Farmers' Bridge evening?: Send invitations about 4–6 weeks before the evening. Set the registration deadline 7–10 days before the event so you can arrange tables, print the participant list and confirm dietary requirements.
How many Farmers' Bridge tables do I need?: Plan the number of game tables from the confirmed registrations and the format of your rounds. Finalise the table layout at least 2–3 days beforehand, then number every table and prepare its cards, round cards and score sheets.
When should I set up the Farmers' Bridge evening venue?: Open the venue at least 2 hours before participants arrive. This gives you time to arrange tables and chairs, set up the buffet and coffee station, prepare the reception desk and test the scoring materials.
What should I prepare for scoring at a Farmers' Bridge evening?: Prepare score sheets and pens for every table, plus spare copies and pens at the reception desk. Have the scoreboard and calculators ready before the first round, and decide who will check the results before play begins.

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