Game Night Checklist

A game night runs smoothly when the room, games and refreshments are ready before the first guest arrives. This checklist takes you from confirming the room and sending invitations to testing every game, setting up tables and explaining the layout. Allow extra time for borrowed equipment, dietary information and printed score sheets—these are easy to leave until the last day. Use the task list below to track the work in order and keep the evening focused on playing rather than fixing problems.

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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 room booking
Send invitations
Process registrations
Collect dietary requirements
Assemble the games schedule
2 people
Arrange games and loan equipment
2 people
Check the games
2 people
Do the shopping
2 people
Collect borrowed materials
2 people
Printing the rules and score sheets
Prepare name badges
Chill drinks
2 people
Prepare snacks
3 people
Set up the coffee and tea area
2 people
Clean the room
2 people
Set up tables
3 people
Set up chairs
3 people
Set up game tables
3 people
Set up the buffet and drinks table
2 people
Hang decorations
2 people
Put up the information board
Test music and lighting
2 people

Event

Welcome visitors
3 people
Explain the rules and layout
2 people
Supervise game tables
4 people
Serve snacks
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Restock the buffet
2 people
Collect used dishes
2 people
Announce the final game round
Wave goodbye to visitors
2 people

Aftercare

Gather games and materials
3 people
Clear tables and chairs
3 people
Wash dishes
2 people
Clear away food and drinks
2 people
Collect waste
2 people
Clean the room
3 people
Return borrowed materials
2 people
Store leftover stock

What to bring

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

Furniture

Tablesqty 6
Chairsqty 48
Buffet tablesqty 2
Coat racksqty 2
Waste binsqty 4

Game materials

Board gamesqty 20
Card gamesqty 10
Diceqty 20
Game card holdersqty 8
Hourglassesqty 8
Scoreboardsqty 8
Pensqty 50

Tableware

Glassesqty 50
Mugsqty 30
Platesqty 50
Cutlery setsqty 50
Serving bowlsqty 10
Serving spoonsqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 2
Bread knivesqty 2
Coolersqty 4

Decorations

Tableclothsqty 6
Buntingqty 6
Name badge holdersqty 50

Equipment

Bluetooth speaker
Extension cordsqty 3
Power stripsqty 3

Lighting

Atmosphere lightsqty 6

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mop set
Bucketsqty 2
Cleaning glovesqty 4

Catering

Groceries

Tips

Confirm the room and send invitations early enough to collect registrations and dietary requirements before shopping. A final guest count gives you a reliable basis for snacks, drinks, seating and name badges.
Test every board and card game before the event, including dice, timers, card holders and scoreboards. Set aside incomplete or confusing games at least one day before game night.
Print rules and score sheets before setup, then place pens at every game table. Prepare one clear schedule and information board so guests do not need to ask where each round starts.
Set up game tables separately from the buffet and drinks table, leaving enough space for chairs, coats and people moving between games. Connect extension cords and power strips before testing the music, lighting and coffee area.
Chill drinks and prepare snacks before guests arrive, but keep coffee and tea equipment accessible without blocking the games. Put serving bowls, spoons, plates and cutlery out together so the buffet does not need constant rearranging.

Frequently asked questions

How far in advance should I plan a game night?: Confirm the room and send invitations at least 3 to 4 weeks ahead. Set a registration deadline about 7 days before the event so you can finalise games, dietary requirements, food and seating.
How many games do I need for a game night?: Plan at least 1 game per scheduled table or group, plus 2 to 3 backup games for different group sizes or unexpected delays. Check all games at least 1 day before the event.
When should I set up the room for game night?: Start room setup 2 to 3 hours before guests arrive. Allow about 60 minutes for tables and chairs, 30 minutes for games and printed materials, and another 30 minutes for drinks, snacks, signs and equipment checks.
How much food and drink should I prepare for game night?: For the first hour, allow 2 to 3 drinks per person, then keep water and additional drinks available. Prepare at least 2 snack portions per guest, with separate options based on the dietary requirements you collected.

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.