Games afternoon checklist

A games afternoon runs smoothly when the practical details are settled before anyone starts choosing a game. Confirm the venue, collect registrations and dietary requirements, then match the game selection to the number of players and tables available. In the final days, print rules, check missing equipment, shop for snacks and chill the drinks. On the day, allow time for room ventilation, table setup, reception, refreshments and explaining the rounds.

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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
2 people
Process registrations
Collect dietary requirements
Create game inventory
2 people
Reserve missing games
Determine the table layout
2 people
Print game rules
Prepare the prize table
Check the shopping list
2 people
Do the shopping
2 people
Pick up the games
2 people
Prepare snacks and appetizers
3 people
Chill drinks
2 people
Ventilate room
Set up tables
3 people
Set up chairs
3 people
Set out games
3 people
Hang decorations
2 people
Set up the reception table
2 people
Set out coffee and tea
2 people

Event

Welcome visitors
3 people
Explain the game rounds
2 people
Serve snacks
2 people
Refill drinks
2 people
Refill coffee and tea
Swap games
2 people
Check diet-free snacks
Announce the final game round
Wave goodbye to visitors
2 people

Aftercare

Collect the games
3 people
Wash dishes
2 people
Clear tables and chairs
4 people
Collect waste
2 people
Clean the room
3 people
Remove decorations
2 people
Return games
2 people
Store materials
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 48
Tableclothsqty 8

Game materials

Board gamesqty 20
Card gamesqty 8
Diceqty 30
Game board accessoriesqty 6
Puzzlesqty 4
Score padsqty 12
Pensqty 30
Hourglassesqty 6
Prizesqty 12

Tableware

Glassesqty 60
Cupsqty 30
Platesqty 60
Cutlery setsqty 60

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving plattersqty 10
Serving tongsqty 6
Cutting boardsqty 3
Knivesqty 6

Equipment

Extension cordsqty 4
Power stripsqty 4

Decorations

Buntingqty 4
Table décorqty 8
Name badgesqty 50

Cleaning

Broomqty 2
Mopqty 2
Bucketsqty 2
Hand brush and dustpanqty 2
Cleaning glovesqty 4
Waste binsqty 4

Catering

Groceries

Tips

Start the guest list at least two weeks ahead so you can process registrations and collect dietary requirements before buying food. Keep a final headcount for every table and game round.
Build the game inventory around table capacity, not just the number of guests. For each game, check that all boards, cards, dice, accessories, score pads, pens and timers are present; reserve missing games at least 7 days before the event.
Plan the room with one table per active group plus a reception table and a separate prize table. Leave clear walking space between chairs, and test extension cords and power strips before connecting coffee machines or kettles.
Shop for snacks and drinks after registrations close. Chill drinks several hours before guests arrive, and prepare serving platters, tongs, plates, cups, glasses and cutlery so refreshments do not interrupt the first game round.
Allow 45–60 minutes for setup on the day: ventilate the room, arrange tables and chairs, put out games and printed rules, set up coffee and tea, and attach name badges before welcoming visitors.

Frequently asked questions

How far in advance should I organise a games afternoon?: Confirm the date and location 3–4 weeks ahead and send invitations at least 2 weeks before the event. Close registrations about 7 days in advance so you can finalise games, seating and food quantities.
How many games do I need for a games afternoon?: Prepare at least one active game option per table, plus 2–3 spare games for different group sizes or changing preferences. Check every game 5–7 days beforehand and reserve replacements before the final week.
How long does it take to set up a games afternoon?: Allow 45–60 minutes for the room, tables, chairs, games, rules, reception table, prizes and refreshments. Add another 15 minutes if coffee machines, kettles, coolers or extension cords need to be tested.
How much food and drink should I prepare for a games afternoon?: For a 3-hour afternoon, plan roughly 2–3 drinks per person, with extra water and coffee or tea available throughout. Prepare 3–5 small snack portions per person and add 10% if attendance is not fully confirmed.

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