A practical game night checklist

A good game night depends on more than choosing a few games. You need enough playable options for the group, tables that fit the games, and food that can be prepared without interrupting the evening. Confirm the venue and guest numbers first, then match games, seating and quantities to the final attendance. This checklist covers the details people often leave too late, including missing games, dietary requirements, chilled drinks and table-by-table setup.

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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

Confirm date and location
Confirm reservation
Send invitations
Process registrations
Collect dietary requirements
Recheck registrations
Check game inventory
Arrange missing games
Set up game tables
2 people
Determine menu and quantities
2 people
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Set out non-perishable snacks
2 people
Prepare soft drinks
2 people
Prepare sandwiches
3 people
Cut vegetables
2 people
Set out dips and toppings
2 people
Open venue
Set up tables
3 people
Set out chairs
3 people
Prepare the games per table
3 people
Set out dishes and cups
2 people
Hang up decorations
2 people
Test music and lighting
Set up the welcome desk

Event

Welcome guests
2 people
Explain the game rules
2 people
Guide the first game round
3 people
Refill drinks
2 people
Refill snacks
2 people
Guide the second round of the game
3 people
Serve the sandwich buffet
3 people
Collect used dishes
2 people
Guide the final round
3 people
Announce the final round
See off guests
2 people

Aftercare

Collect the games
3 people
Dismantle tables and chairs
3 people
Collect waste
2 people
Wash dishes
2 people
Clean the kitchen
2 people
Sweep and mop the room
2 people
Remove decorations
2 people
Switch off equipment
Lock up the venue
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 45
Buffet tableqty 2
Coat racksqty 2

Game materials

Board gamesqty 20
Card gamesqty 8
Diceqty 30
Game cardsqty 4
Score padsqty 10
Pensqty 30
Hourglassesqty 6
Game matsqty 8

Tableware

Platesqty 50
Glassesqty 50
Coffee cupsqty 30
Knivesqty 50
Forksqty 50
Spoonsqty 30
Serving bowlsqty 8
Serving plattersqty 6

Kitchen

Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Bread basketsqty 4
Coffee maker
Kettlesqty 2

Equipment

Coolersqty 3
Bluetooth speaker
Power stripsqty 4
Extension cordsqty 4

Lighting

String lightsqty 3

Decorations

Tableclothsqty 8
Buntingqty 4
Welcome sign
Name stickersqty 50

Cleaning

Waste binsqty 4
Broom and dustpanqty 2
Mop and bucketqty 2
Cleaning clothsqty 12

Catering

Groceries

Tips

Confirm the date, location and reservation before inviting anyone. Recheck registrations several days before the event so you know how many players, tables, chairs and servings you actually need.
Check every board game, card game, dice set and timer at least one week beforehand. Arrange missing games early, and prepare each table with its game, cards, score pads, pens and any game mats before guests arrive.
Plan the room around the games rather than the buffet. Allow roughly 60–75 cm of table edge per player, keep coats away from play areas, and leave a clear route to the drinks and food.
Buy and chill drinks the day before where possible. For the first hour, allow about two to three drinks per person, then adjust the total for the expected length of the evening and provide a separate supply of soft drinks.
Prepare food in stages: cut vegetables, dips and sandwich fillings in advance, then set out non-perishable snacks before opening. Put plates, glasses, cutlery and serving bowls at the buffet so guests do not have to search for them.

Frequently asked questions

How many games do I need for a game night?: Plan for at least one main game per table, plus two or three backup games for different group sizes or shorter rounds. For 12 guests split across three tables, prepare three table games and 2–3 alternatives.
How much food and drink should I buy for game night?: For the first hour, allow two to three drinks per guest. For food, plan on roughly 6–8 savoury bites or sandwich portions per person for a three-hour evening, plus snacks and drinks for dietary requirements.
When should I send game night invitations?: Send invitations two to three weeks before the event, especially if guests need to reserve the date. Ask for registrations and dietary requirements by a clear deadline, then recheck the final list three to five days before the night.
How early should I set up for game night?: Arrive or open the venue at least two hours before guests arrive. Set up tables and chairs first, prepare games per table next, then arrange food, drinks, lighting and music so you still have time to test the room.

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