Games afternoon checklist: what to arrange and when

A games afternoon needs more than a pile of board games. You need a clear programme, enough tables for separate game corners, working equipment, and a simple way to welcome and brief guests. Start by confirming the date, venue, guest registrations, and dietary requirements. Then check which games and materials are available, reserve anything missing, and leave the final hours for shopping, chilling drinks, setting up, and wrapping prizes.

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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

Set the date and program
Arrange the venue and space
2 people
Send invitations
Process registrations
Collect dietary requirements
Check the game file
2 people
Reserve missing games
Collect game rules
Determine prize categories
2 people
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Sort game materials
2 people
Set out quiz questions
2 people
Wrap the prizes
Set up tables
3 people
Set out chairs
2 people
Set up game corners
3 people
Set out dishes and cups
2 people
Set up the buffet
3 people
Hang up decorations
2 people
Set up the reception table
Set up welcome music

Event

Welcome guests
2 people
Give game instructions
2 people
Lead the game rounds
4 people
Refill drinks
2 people
Refill snacks
2 people
Serve the hot meal
3 people
Moderate the quiz round
2 people
Announce the winners
Say goodbye to guests
2 people

Aftercare

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

What to bring

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

Furniture

Tablesqty 6
Chairsqty 42
Buffet tablesqty 2
Coat racksqty 2
Waste binsqty 4

Tableware

Reusable cupsqty 60
Platesqty 50
Bowlsqty 20
Cutlery setsqty 50
Serving plattersqty 12

Game materials

Board gamesqty 12
Card gamesqty 8
Diceqty 20
Game cardsqty 10
Conesqty 60
Scoreboardsqty 8
Buzzersqty 4
Dartboard
Ring toss set
Jenga

Equipment

Laptop
Projector
Projection screen
Bluetooth speaker
Extension cordsqty 3

Kitchen

Coffee maker
Kettlesqty 2
Thermos flasksqty 3
Coolersqty 3
Cutting boardsqty 3
Kitchen knivesqty 3

Decorations

Tableclothsqty 8
Buntingqty 6
Balloonsqty 40

Lighting

String lightsqty 3
LED lampsqty 6

Cleaning

Broom
Mop set

Catering

Groceries

Tips

Set the programme before sending invitations. Allow time for arrivals, instructions, several game rounds, food, and prize-giving so guests know what to expect and you can plan the room layout.
Check every game file at least 7 days beforehand. Count cards, dice, pieces, buzzers, scoreboards, and other materials, then reserve missing games instead of discovering gaps during setup.
Use one table per active game corner where possible, with chairs that can be moved easily. Keep a separate reception table for registrations and instructions, and leave clear routes to the buffet, coat racks, and waste bins.
Test the laptop, projector, projection screen, speaker, extension cords, and any quiz equipment the day before. A short test catches missing adapters, flat batteries, unreadable slides, and sound problems before guests arrive.
Finish the practical preparation in the final 2 hours: chill drinks, sort game materials, set out quiz questions, wrap prizes, arrange cups and plates, and check that the buffet and welcome area are ready.

Frequently asked questions

How far in advance should I plan a games afternoon?: Set the date and venue at least 3 to 4 weeks ahead, especially if you need to reserve games or equipment. Send invitations as soon as the programme and location are confirmed, then collect registrations and dietary requirements before shopping.
How many games do I need for a games afternoon?: Plan at least 1 game corner for every 4 to 6 guests, with enough variety for different group sizes and playing speeds. Check the exact game materials 7 days before the event and reserve missing items no later than 3 to 5 days ahead.
When should I set up the room for a games afternoon?: Start the physical setup about 2 hours before guests arrive. Put out tables and chairs first, then create the game corners, reception table, buffet, cups and dishes, decorations, music, and final game materials.
How much time should I allow for welcoming and game instructions?: Allow 15 to 20 minutes for arrivals, registrations, coats, and settling in. Give the main game instructions in 5 to 10 minutes, with rules or scoreboards placed at each corner so you do not have to repeat every detail.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.