Game Night Checklist: What to Arrange and When

A good game night depends on more than putting board games on a table. You need enough seats, a clear mix of games, readable scorecards and a setup that lets people start playing quickly. This checklist takes you from confirming the date and sending invitations to preparing each table and welcoming guests. It also covers details that are easy to leave until the last minute, such as dietary requirements, chilled drinks, tournament materials and spare games.

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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
Send invitations
Process registrations
Collect dietary requirements
Inventory game preferences
Reserve extra games
Create final guest list
Determine table layout
Plan game tournaments
2 people
Check the games
2 people
Create the price list and scorecards
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Prepare buffet dishes
3 people
Ventilate the venue
Set up tables
3 people
Set out chairs
2 people
Set the tables
3 people
Prepare the games per table
3 people
Hang decorations
2 people
Test music and lighting
2 people
Set up the buffet and drinks station
2 people

Event

Welcome guests
2 people
Explain the game rules
2 people
Serve welcome drinks
2 people
Guide the first game round
3 people
Refill drinks
2 people
Serve snacks
2 people
Guide the second round of the game
3 people
Serve the buffet
3 people
Collect tableware and waste
2 people
Guide the final round
3 people
Announce the winners
Serve the last snacks and drinks
2 people
See off guests
2 people

Aftercare

Sort and pack games
3 people
Collect waste
2 people
Wash dishes
3 people
Clean the venue
3 people
Put furniture back
3 people
Return borrowed games
Return rented materials
2 people

What to bring

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

Furniture

Foldable tablesqty 6
Chairsqty 28
Side tablesqty 2
Tableclothsqty 6

Game materials

Board gamesqty 18
Card gamesqty 8
Diceqty 12
Dice cupsqty 6
Conesqty 6
Hourglassesqty 6
Score padsqty 6
Pencilsqty 30
Prizesqty 6

Tableware

Dinner platesqty 30
Bowlsqty 30
Glassesqty 36
Coffee mugsqty 30
Cutlery setsqty 30
Serving bowlsqty 8
Serving plattersqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Bluetooth speaker
Power stripsqty 4
Extension cordsqty 4

Lighting

Table lampsqty 6

Decorations

Party buntingqty 4
Table decorationsqty 6
Table signsqty 6

Cleaning

Waste binsqty 4
Broom
Dustpan and brush
Mop and bucket
Microfiber clothsqty 8
Dishpanqty 2

Kitchen

Cutting boardsqty 3
Chef's knifeqty 2
Serving utensilsqty 8

Catering

Groceries

Tips

Set the guest deadline before choosing the final table layout. Once registrations and dietary requirements are in, you can work out how many tables, chairs, glasses and place settings you actually need.
Prepare games for each table before guests arrive, including dice, dice cups, hourglasses, score pads and pencils. Keep at least one spare game ready in case a group finishes early or a game is missing pieces.
Plan tournament rules and scoring before the event, not during the first round. Print or prepare the scorecards and prizes at the same time so players know the format and what they are playing for.
Chill drinks and set up the drinks station before the first guest arrives. Put glasses, coffee mugs, serving bowls and platters where people can reach them without crossing an active game.
Leave time to test music, lighting and power connections after the tables are in place. Extension cords, power strips and table lamps are often forgotten until the room is already crowded.

Frequently asked questions

How far in advance should I plan a game night?: Confirm the date and location at least 3 to 4 weeks ahead, then send invitations. Set a registration deadline about 7 days before the event so you have time to finalise games, food and seating.
How many games do I need for a game night?: Plan one main game per table, plus at least 2 spare games for a typical evening. Check every game 1 to 2 days beforehand and match the selection to the preferences collected from guests.
When should I prepare the game night food and drinks?: Shop 1 to 2 days before the event, chill drinks several hours beforehand and prepare snacks and buffet dishes on the day. Set up the buffet and drinks station before guests arrive.
How long does game night setup take?: Allow around 90 minutes for a small setup and up to 2 hours if you are arranging several tables, decorations, a buffet and tournament materials. Add a final 15-minute check for seating, games, lighting and drinks.

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