Game Night Checklist

A game night runs smoothly when guests, games, food and room setup are planned in the right order. Confirm the date and venue first, then collect registrations, dietary requirements and game preferences before reserving games or ordering catering. On the day, allow time to check every game, prepare rules and arrange separate game corners. This checklist also covers the details people often leave too late, such as chilled drinks, scorecards, registration and power for music or lighting.

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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 games
Place catering order
Purchase refreshments
2 people
Check the games
2 people
Prepare game rules
2 people
Prepare prizes and scorecards
Prepare snacks
3 people
Chill drinks
2 people
Open venue
2 people
Ventilate the rooms
2 people
Set up tables
3 people
Set up chairs
3 people
Set up game corners
4 people
Set up the buffet
2 people
Hang decorations
2 people
Test music and lighting
2 people
Set up the registration table

Event

Welcome visitors
2 people
Give game instructions
2 people
Hand out games
2 people
Serve snacks
2 people
Refill drinks
2 people
Restock the buffet
2 people
Serve hot drinks
2 people
Lead the game rounds
3 people
Collect scorecards
Announce the winners
Wave goodbye to visitors
2 people

Aftercare

Collect the games
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Collect waste
2 people
Clean rooms
3 people
Remove decorations
2 people
Return games
Return borrowed materials
Keep lost and found items

What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 48
Buffet tableqty 2
Registration desk
Stoolsqty 6

Tableware

Reusable cupsqty 60
Coffee cupsqty 40
Platesqty 60
Bowlsqty 40
Cutlery setsqty 60
Serving plattersqty 8
Serving tongsqty 4

Game materials

Board gamesqty 20
Card gamesqty 10
Diceqty 30
Game matsqty 8
Scoreboardsqty 4
Hourglassesqty 8
Conesqty 12
Prizesqty 6

Equipment

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

Kitchen

Cutting boardsqty 3
Knivesqty 4
Pitchersqty 6
Thermos flasksqty 4
Bottle openersqty 3
Ice packsqty 12

Decorations

Tableclothsqty 10
Buntingqty 4
Balloonsqty 40
Name badgesqty 50
Pensqty 30
Tapeqty 4
Markersqty 12

Lighting

Atmosphere lightsqty 6

Cleaning

Bucketsqty 2
Mopsqty 2
Broomqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Collect dietary requirements and game preferences with each registration, then review the final list at least 5 days before the event. This gives you time to adjust catering and reserve suitable board or card games.
Check every reserved or borrowed game 2–3 days beforehand. Count cards, dice, tokens and timers, and print replacement rules or scorecards before guests arrive.
Plan about 20–30 minutes to open and ventilate the venue before setup. Put tables and chairs in place first, then create clearly marked game corners so visitors can start without waiting.
Chill drinks for at least 4 hours and prepare snacks shortly before opening. Keep reusable cups, plates, bowls, serving tongs and platters at the buffet rather than unpacking them during the first game.
Test the Bluetooth speaker, lighting, extension cords and power strips before guests arrive. Keep the registration desk near the entrance and prepare prizes, scoreboards and pencils in one easy-to-reach spot.

Frequently asked questions

How early should I start planning a game night?: Start 3–4 weeks ahead if you need a venue, catering or reserved games. Send invitations early enough to review registrations and dietary requirements at least 5 days before the event.
How many games do I need for a game night?: Prepare at least one suitable game for every 4–6 guests, plus 2–3 backup options. Choose a mix of board and card games so people can play in different-sized groups.
What should I do on the day of a game night?: Open and ventilate the venue 30–45 minutes before guests arrive. Finish tables, chairs, game corners, buffet and registration setup before welcoming visitors, then give short rules explanations as groups begin.
How much food and drink should I prepare for game night?: For a 3-hour evening, plan roughly 2–3 drinks per person in the first hour and 1–2 per person for each later hour. Serve snacks in small bowls and replenish them during the evening instead of putting everything out at once.

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.