Games afternoon checklist

A games afternoon runs more smoothly when the programme, equipment and room layout are decided before guests arrive. Confirm the date and venue first, then collect registrations, dietary requirements and reliable contact details. Build a mix of activities, assign each game corner and check every ball, board game, speaker and power cable before setup day. This checklist also covers snacks, drinks, name stickers, registration and supervision, so the afternoon can start on time.

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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
Check contact details
Compile the game schedule
2 people
Assign the activities
2 people
Confirm reservation
Check the shopping list
Do the shopping
2 people
Check game materials
2 people
Create a music playlist
Prepare name stickers
Set out fruit and snacks
2 people
Chill drinks
Set up tables and chairs
3 people
Set up game corners
3 people
Set up craft tables
2 people
Hang decorations
2 people
Test music and speakers
Set up the registration table
Prepare first aid kit

Event

Receive participants
3 people
Explain the rules
2 people
Supervise free play
4 people
Guide the craft activity
3 people
Serve drinks and snacks
3 people
Refill drinks
Supervise outdoor games
4 people
Guide a calm game round
3 people
Serve dinner
4 people
Supervise the game tournament
4 people
Serve the final snack round
2 people
See participants off
3 people
Collect lost and found items

Aftercare

Clean up game materials
3 people
Collect waste
2 people
Wash dishes
2 people
Clear tables and chairs
3 people
Clean the room
3 people
Remove decorations
2 people
Empty coolers
Return materials
2 people
Store remaining supplies
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Stoolsqty 10
Tableclothsqty 8

Tableware

Reusable cupsqty 60
Reusable platesqty 60
Reusable cutleryqty 60
Small bowlsqty 10

Kitchen

Cutting boardsqty 3
Kitchen knivesqty 3
Serving tongsqty 4
Serving spoonsqty 4
Water jugsqty 6
Thermos flasksqty 3
Coolersqty 4
Reusable storage containersqty 12

Equipment

Bluetooth speakersqty 2
Extension cordsqty 3
Power stripsqty 3

Sports equipment

Footballsqty 4
Basketballsqty 3
Soft ballsqty 8
Skipping ropesqty 8
Hoopsqty 10
Conesqty 20
Relay batonsqty 8
Beanbagsqty 20
Game parachute
Table tennis set

Game materials

Board gamesqty 12
Puzzlesqty 8
Coloring pagesqty 60
Colored pencilsqty 12
Markersqty 12
Craft paperqty 200
Children's scissorsqty 20
Glue sticksqty 20
Building blocksqty 6

Decorations

Balloonsqty 100
Buntingqty 6
Name stickersqty 60
Table décorqty 8

Cleaning

Waste binsqty 6
Broomqty 2
Trash binqty 2
Mopqty 2
Bucketsqty 2
Hand soap dispensersqty 4
Hand sanitizerqty 4

Catering

Groceries

Tips

Set a registration deadline 5–7 days before the games afternoon. Use the final list to check contact details, dietary requirements and how many name stickers, chairs, reusable cups and plates you need.
Plan the programme in blocks of 20–30 minutes and include at least one unstructured period. Assign an adult or helper to each activity area, especially where footballs, basketballs, soft balls or relay equipment are used.
Check game materials 2–3 days beforehand rather than on the morning itself. Test board games, the table tennis set, game parachute, hoops, cones and spring ropes, and replace or repair anything incomplete.
Set up separate game corners at least 60–90 minutes before participants arrive. Leave clear routes between tables, craft tables and active play areas, and keep extension cords and power strips away from walkways.
Prepare food and drinks before the first arrival: chill drinks in coolers, fill water jugs and thermos flasks, and put fruit and snacks into small bowls. Keep reusable storage containers available for leftovers and label any food linked to dietary requirements.

Frequently asked questions

How far in advance should I organise a games afternoon?: Confirm the date and location at least 3–4 weeks ahead, then send invitations. Close registrations 5–7 days before the event so you have time to assign activities, shop and prepare the room.
How many games should I plan for a games afternoon?: Plan 4–6 main activities for a two- to three-hour afternoon, with each activity lasting about 20–30 minutes. Add one or two backup games in case an activity finishes early or equipment cannot be used.
When should I set up the games afternoon venue?: Allow 60–90 minutes for tables, chairs, craft tables, game corners, decorations, the registration table and sound equipment. Test Bluetooth speakers and power connections before participants arrive, not during registration.
How much food and drink do I need for a games afternoon?: For the first hour, allow 2–3 drinks per person, then provide water throughout the afternoon. Offer one portion of fruit or snacks per guest, plus around 10% extra for unexpected arrivals or larger appetites.

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