Games afternoon checklist

A games afternoon runs smoothly when the schedule, equipment and guest details are settled before setup day. Book the venue first, then plan a mix of games, send invitations and track registrations and dietary requirements. In the final week, check every game, print the rules, buy prizes and sort the shopping. On the day, allow time for tables, chairs, game stations, refreshments and a quick music test before guests arrive.

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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
Assemble the games schedule
2 people
Check the games
2 people
Draft invitations
Send invitations
Process registrations
Collect dietary requirements
Confirm registrations
Assign volunteers
2 people
Set up game tables
2 people
Buy prizes
Check the shopping list
2 people
Do the shopping
2 people
Sort games
2 people
Print the game rules
Make name badges
Chill drinks
2 people
Prepare snacks
3 people
Open venue
2 people
Set up tables
3 people
Set out chairs
3 people
Set out games
3 people
Set up the buffet
3 people
Hang up decorations
2 people
Test the music
Set up the reception desk
2 people

Event

Welcome guests
3 people
Explain the program
Lead the game rounds
4 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Swap games
3 people
Restock the buffet
2 people
Lead the evening round
4 people
Hand out prizes
2 people
Say goodbye
2 people

Aftercare

Collect the games
3 people
Pack leftovers
2 people
Wash dishes
3 people
Collect waste
2 people
Clear tables and chairs
4 people
Clean the venue
3 people
Remove decorations
2 people
Collect lost property
Lock up the venue
2 people
Return games
2 people
Return materials
2 people
Call participants back

What to bring

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

Furniture

Tablesqty 8
Chairsqty 45
Buffet tableqty 2
Coat racksqty 2

Game materials

Bingo cage
Bingo cardsqty 60
Bingo cardsqty 1000
Playing cardsqty 8
Diceqty 24
Sjoelbaksqty 2
Sjoelschijvenqty 60
Checkersqty 4
Chessqty 3
Ludoqty 4
Rummikubqty 4
Yahtzeeqty 4
Board gamesqty 8
Puzzlesqty 4
Score padsqty 12
Hourglassesqty 8
Prizesqty 20

Tableware

Coffee cupsqty 50
Glassesqty 50
Platesqty 50
Cutlery setsqty 50
Serving traysqty 8
Pouring jugsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3

Equipment

Bluetooth speaker
Extension cordsqty 3
Power stripsqty 3

Decorations

Tableclothsqty 8
Buntingqty 4
Balloonsqty 40
Name badgesqty 50
Pensqty 20
Tapeqty 4
Scissorsqty 3

Cleaning

Waste binsqty 4
Vacuum cleaner
Mop set
Cleaning bucketqty 2

Catering

Groceries

Tips

Build the games schedule around 20- to 30-minute rounds, leaving at least 10 minutes between activities to explain rules and reset tables. Keep a few board games and puzzles available for guests who finish early.
Check every game at least 7 days beforehand. Count playing cards, dice, bingo cards, score pads and game pieces, and print replacement rules if anything is missing.
Close registrations 3 to 5 days before the afternoon. Use the final list to confirm attendance, record dietary requirements and assign volunteers to welcome guests, explain games and manage refreshments.
Plan one game table for each active group, plus one separate buffet table. Put chairs, coat racks and serving trays in place before setting out the games so equipment is not moved once guests arrive.
Chill drinks and prepare snacks on the morning of the event, allowing at least 30 minutes for the buffet. Set out cups, glasses, plates and cutlery, and keep coffee machines, kettles and thermos flasks ready for refills.

Frequently asked questions

How far in advance should I organise a games afternoon?: Book the venue and choose the games 4 to 6 weeks ahead. Send invitations around 3 weeks before the event, then close registrations 3 to 5 days before it takes place.
How many games do I need for a games afternoon?: Plan enough scheduled games for the full afternoon, using 20- to 30-minute rounds and 10-minute changeovers. Add at least 3 to 5 unscheduled options, such as board games or puzzles, for early finishers and waiting guests.
When should I check the games and print the rules?: Check all games and print the rules 7 days before the event. This gives you time to replace missing cards, dice, score pads or other pieces before shopping is finished.
When should I set up the games afternoon venue?: Open the venue at least 2 hours before guests arrive. Set out tables and chairs first, then game stations, the buffet, decorations and refreshments; reserve the final 15 minutes for a music and room check.

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