Game night checklist: what to arrange and when

A good game night depends on more than bringing a pile of games to one room. You need to match games to the group, confirm dietary needs, prepare tables for different play areas, and make rules easy to find. This checklist takes you from booking the venue and sending invitations to chilling drinks, setting up the buffet, and opening the doors. Use it to avoid last-minute searches for missing dice, pens, chairs, or printed instructions.

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
Record date and times
Draft invitations
Send invitations
Process registrations
Collect dietary requirements
Inventory game preferences
Check game supplies
2 people
Borrow missing games
Reserve tables and chairs
Check coolers
Check decorations
Finalize shopping list
Do the shopping
2 people
Sort games
2 people
Print the game rules
Set out prizes and score sheets
Chill drinks
Prepare snacks
2 people
Open venue
2 people
Set up tables
3 people
Set up chairs
2 people
Set up game tables
3 people
Set up buffet and drinks table
2 people
Hang decorations
2 people
Test music and lighting

Event

Welcome visitors
2 people
Give game instructions
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Lead the game rounds
3 people
Track scores
2 people
Refill drinks
2 people
Refill snacks
2 people
Empty trash bins
Announce the winners
Collect the Games
3 people

Aftercare

Dismantle furniture
3 people
Wash dishes
2 people
Clean the venue
3 people
Dispose of waste
2 people
Return borrowed games
Return borrowed furniture
2 people
Store leftover items

What to bring

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

Furniture

Tablesqty 6
Chairsqty 32
Buffet table
Stoolsqty 4

Tableware

Reusable drinking glassesqty 40
Reusable coffee cupsqty 30
Reusable platesqty 40
Cutlery setsqty 40
Serving bowlsqty 8
Serving plattersqty 6
Serving spoonsqty 6

Kitchen

Coffee maker
Kettlesqty 2
Cutting boardsqty 2
Knivesqty 4
Thermos flasksqty 3

Equipment

Coolersqty 3
Bluetooth speaker
Extension cordsqty 3
Power stripsqty 3

Game materials

Board gamesqty 18
Card gamesqty 8
Dice Setsqty 6
Conesqty 8
Hourglassesqty 6
Scoreboardsqty 6
Whiteboard
Whiteboard markersqty 4
Score padsqty 6
Pen setsqty 6
Prizesqty 6

Decorations

Tableclothsqty 6
Buntingqty 6
Table signsqty 6

Lighting

LED lampsqty 4

Cleaning

Waste binsqty 4
Cleaning bucketsqty 2
Cleaning clothsqty 8

Catering

Groceries

Tips

Ask guests for game preferences and dietary requirements when they register, not a few days before the event. Use the replies to choose games for different group sizes and to plan suitable snacks.
Check every game at least one week before game night. Count the cards, dice, tokens, timers, and score materials, then borrow missing games or equipment before shopping.
Plan the room around the games rather than the buffet. Allow one table per main game area, enough chairs for each player, and a separate table for drinks and snacks so food does not crowd the playing surface.
Print or prepare the rules before the day itself, especially for games that take more than 10 minutes to explain. Keep score pads, pens, dice sets, hourglasses, and other small components together with the relevant game.
Set up in this order on the day: open the venue, place tables and chairs, create the game tables, arrange the buffet and drinks table, then chill drinks and put out snacks. Leave at least 30 minutes for a final check before guests arrive.

Frequently asked questions

How far in advance should I send game night invitations?: Send invitations 3 to 4 weeks before the event, especially if you need to reserve a venue or borrow games. Set the registration deadline 7 days before game night so you have time to confirm numbers, preferences, and dietary requirements.
How many games do I need for a game night?: Prepare at least 1 main game for every 4 to 6 guests, plus 2 or 3 shorter backup games. Choose a mix of game lengths and player counts so a late arrival or uneven group does not stop the evening.
When should I prepare food and drinks for game night?: Finish shopping 1 to 2 days beforehand and prepare snacks on the day where possible. Chill drinks for at least 4 hours, and set up the drinks and buffet tables 30 to 45 minutes before guests arrive.
How much setup time does a game night need?: Allow 60 to 90 minutes for a full setup, including tables, chairs, game areas, decorations, rules, score sheets, food, and drinks. Keep the final 30 minutes for checking supplies, power connections, and the room layout.

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.