Games afternoon checklist

A games afternoon runs smoothly when the practical details are settled before people arrive. Start by booking the venue, sending invitations and collecting registrations, including dietary requirements. Then check the games, write or print clear rules, and plan separate game corners so several groups can play at once. On the day, allow time for tables, chairs, refreshments, registration and equipment checks before the first round begins. This checklist keeps those steps in a workable order.

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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

Reserve venue
Send invitations
2 people
Process registrations
Collect dietary requirements
Inventory the game options
2 people
Check the games
2 people
Prepare game rules
2 people
Arrange the table layout
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Sort game equipment
2 people
Open venue
2 people
Set up tables
4 people
Set up chairs
3 people
Set up game corners
4 people
Hang decorations
2 people
Set up the buffet
3 people
Set out coffee and tea
2 people
Set up the reception table
2 people

Event

Register walk-ins
2 people
Give game instructions
2 people
Lead the game rounds
4 people
Refill drinks
2 people
Refill snacks
2 people
Collect used dishes
2 people
Change the table layout
3 people
Supervise evening games
4 people
Announce the final round
See off guests
2 people

Aftercare

Collect the games
3 people
Clear tables and chairs
4 people
Wash dishes
3 people
Collect waste
2 people
Clean the venue
3 people
Remove decorations
2 people
Return game equipment
2 people
Return borrowed items
2 people
Distribute leftover food
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Buffet tableqty 2
Coat rack

Game materials

Board gamesqty 18
Card gamesqty 8
Diceqty 30
Conesqty 60
Playing card holdersqty 12
Score padsqty 10
Pensqty 30
Prizesqty 10

Tableware

Reusable cupsqty 60
Platesqty 60
Cutlery setsqty 60
Coffee cupsqty 40
Serving plattersqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 2
Bread knivesqty 2
Serving utensilsqty 8

Decorations

Balloonsqty 100
Buntingqty 6
Tableclothsqty 8
Name badgesqty 60

Equipment

Extension cordsqty 4
Power stripsqty 4

Cleaning

Broom
Floor squeegee
Bucketsqty 2
Microfiber clothsqty 8
Dustpan and brushqty 2

Catering

Groceries

Tips

Confirm the venue and send invitations early enough to process registrations before shopping. Set a clear deadline for replies so you know how many people need snacks, drinks and seating.
Check every board game, card game and set of dice before the event. Missing pieces are easy to overlook, so test the games and prepare rules that fit on one page per game.
Plan the room in game corners rather than placing all tables in one block. Leave clear walkways to the buffet, coat rack and reception table, and check that extension cords do not cross busy routes.
Buy and chill drinks before guests arrive, not during setup. For the first hour, plan roughly two to three drinks per person, then add coffee and tea supplies separately.
Open the venue with enough time to set up tables, chairs, decorations, the buffet and the registration table. A 60–90 minute setup window gives you time to find missing equipment before the first game round.

Frequently asked questions

How early should I start organising a games afternoon?: Book the venue and send invitations at least 3–4 weeks ahead. Set the registration deadline 7–10 days before the event so you can confirm numbers, dietary requirements and the shopping list.
How many games do I need for a games afternoon?: Prepare at least one playable game for every 4–6 guests, plus two or three alternatives for different group sizes. Check all pieces and rules at least 2 days before the event.
How long does it take to set up a games afternoon?: Allow 60–90 minutes for a small event with tables, chairs, game corners, refreshments and registration. Add another 30 minutes if the venue needs extensive decoration or equipment sorting.
How much food and drink should I prepare for a games afternoon?: Plan about 2–3 drinks per person for the first hour, then adjust for the expected duration. Prepare snacks for the full guest count and keep extra cups, plates and serving utensils ready before opening the buffet.

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