Games afternoon checklist

A games afternoon runs smoothly when the practical details are settled before people arrive. Confirm the venue, collect registrations and dietary requirements, then check every game and reserve missing items. During setup, give each station its own table, rules, timer and scoring materials, with a clear reception desk for arrivals. This checklist also covers snacks, chilled drinks, prizes and the handover from setup to the first game round.

Organize this event for free with Lizzt

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
Check game inventory
2 people
Reserve missing games
Arrange prizes and game cards
Create the room layout
2 people
Select game rules
2 people
Check the shopping list
Do the shopping
2 people
Label games and materials
2 people
Prepare prizes and scorecards
2 people
Open venue
2 people
Set up tables and chairs
4 people
Set up game stations
4 people
Hang decorations
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set up the service table
2 people
Post the rules visibly
2 people
Set up the reception desk
2 people

Event

Welcome visitors
3 people
Explain the game afternoon
2 people
Lead the game rounds
5 people
Refill drinks
2 people
Serve snacks
2 people
Swap games
3 people
Serve the pizza meal
4 people
Supervise evening games
5 people
Announce the winners
2 people
Say goodbye to visitors
3 people

Aftercare

Collect the games
4 people
Wash dishes
3 people
Collect waste
2 people
Clear tables and chairs
4 people
Clean the room
3 people
Check and store the materials
2 people
Return borrowed games

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Tableclothsqty 8
Coat racksqty 2

Game materials

Board gamesqty 20
Card gamesqty 10
Puzzlesqty 6
Diceqty 30
Game component binsqty 20
Kitchen timersqty 6
Scoreboardsqty 8
Prizesqty 20
Conesqty 50
Playing card holdersqty 10

Writing supplies

Whiteboardsqty 4
Whiteboard markersqty 16
Pensqty 30
Notepadsqty 10

Decorations

Buntingqty 8
Balloonsqty 50
Tapeqty 4
Name stickersqty 60

Tableware

Reusable cupsqty 60
Platesqty 60
Cutlery setsqty 60
Serving traysqty 6
Small bowlsqty 12

Kitchen

Kettlesqty 2
Coffee thermosesqty 3
Coolersqty 4
Pizza cutterqty 2
Kitchen knivesqty 3

Cleaning

Waste binsqty 4
Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Cleaning glovesqty 6

Lighting

String lightsqty 4

Equipment

Extension cordsqty 4
Power stripsqty 4

Catering

Groceries

Tips

Check the game inventory at least one week before the afternoon. Count complete sets, dice, cards and puzzle pieces, then reserve missing games early rather than discovering gaps during setup.
Use the registrations to plan tables and stations. Allow enough chairs for every participant and keep one clearly marked reception desk for name stickers, questions and late arrivals.
Prepare scorecards, game cards, prizes and visible rules before opening the venue. Put the materials for each game in its own labelled bin so volunteers do not have to sort components between rounds.
Plan food around the collected dietary requirements and set up the service table separately from the game stations. Chill drinks in coolers beforehand, and place reusable cups, plates, cutlery and small bowls where people can reach them without crossing play areas.
Allow at least 60 minutes for venue setup before guests arrive. Set out tables and chairs first, then game stations, rules, decorations, snacks and drinks; keep the final 10 minutes for a complete walk-through.

Frequently asked questions

How far in advance should I plan a games afternoon?: Start planning at least 3 to 4 weeks ahead. Confirm the date and location first, then send invitations, process registrations and check the games before buying or reserving anything missing.
How many games do I need for a games afternoon?: Plan one active game station for every 4 to 6 players, plus at least one spare option. For 24 participants, prepare about 5 to 7 stations so people are not left waiting between rounds.
How early should I arrive to set up a games afternoon?: Arrive at least 60 minutes before visitors are due. Give yourself roughly 20 minutes for tables and chairs, 25 minutes for stations and materials, and 15 minutes for drinks, snacks, rules and the reception desk.
How many snacks and drinks should I provide for a games afternoon?: For a 3-hour afternoon, allow around 2 to 3 drinks per person and 2 to 4 snack portions per person. Add extra cups and serving bowls, and use the dietary requirements collected during registration to adjust the food.

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.

Organize this event for free with Lizzt

Organize for free and invite your contacts!