Games Afternoon Checklist

A games afternoon runs smoothly when the practical details are settled before guests arrive. Confirm the venue, track registrations and dietary needs, then check that every game has its materials, rules and table space. Food, drinks and coffee need their own setup, not just a place on the shopping list. Use this checklist to work backwards from the opening time and leave enough time for registration, room layout and a final equipment check.

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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
Process registrations
Collect dietary requirements
Inventory the games
2 people
Reserve games
Calculate catering quantities
Check the shopping list
Do the shopping
2 people
Collect game materials
2 people
Print the registration list
Set aside special diet meals
2 people
Check the venue
2 people
Set up tables
3 people
Set up chairs
2 people
Set up game tables
2 people
Set out games
3 people
Prepare game rules
2 people
Hang up decorations
2 people
Set up buffet tables
2 people
Chill drinks
2 people
Set up the coffee station
Set Up Registration

Event

Receive participants
2 people
Open game afternoon
Explain the game rules
2 people
Guide the first game round
4 people
Refill drinks
2 people
Serve snacks
2 people
Guide the second round of the game
4 people
Set up the buffet
3 people
Serve the buffet
3 people
Collect tableware
2 people
Guide the third game round
4 people
Serve coffee and tea
2 people
Guide the final game
3 people
Announce the winners
See participants off
2 people

Aftercare

Collect the games
3 people
Collect waste
2 people
Wash dishes
2 people
Clear tables and chairs
3 people
Clean the venue
3 people
Return borrowed games
2 people
Store leftover items
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 50
Buffet tablesqty 2

Game materials

Board gamesqty 20
Card gamesqty 8
Diceqty 20
Game cardsqty 6
Conesqty 60
Score padsqty 10
Pencilsqty 40
Prize giftsqty 6

Tableware

Glassesqty 60
Coffee cupsqty 40
Platesqty 60
Cutlery setsqty 60

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Serving traysqty 4
Scissorsqty 3
Cutting boardsqty 3
Serving tongsqty 4
Measuring cupsqty 2

Equipment

Bluetooth speaker
Extension cordsqty 3
Power stripsqty 3

Decorations

Tableclothsqty 6
Balloonsqty 40
Welcome sign
Name badgesqty 50

Lighting

String lightsqty 3

Cleaning

Waste binsqty 4
Hand brush and dustpanqty 2
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 4

Catering

Groceries

Tips

Inventory the games early and reserve missing items before sending the final schedule. Check that each game has its cards, dice, score pads, pencils or other required materials, rather than discovering gaps during setup.
Process registrations as they arrive and keep dietary requirements in one list. Print the final registration list before the event, then set aside special-diet meals so they are not mixed into the buffet.
Check the venue before setting up tables and chairs. Measure the available room if necessary, leaving clear paths between the registration point, game tables, buffet and coffee station.
Set out game rules at each table instead of keeping them in one shared pile. This saves time when several groups start playing at once and helps participants begin without waiting for an organiser.
Chill drinks and prepare the coffee station before participants arrive. Put cups, glasses, plates and serving utensils with the relevant food or drinks, and test extension cords, power strips and coffee equipment in advance.

Frequently asked questions

How far in advance should I organise a games afternoon?: Confirm the date and location at least 4 weeks ahead, especially if you need to reserve games or equipment. Send invitations early enough to collect registrations and dietary requirements before buying catering supplies.
How many games do I need for a games afternoon?: Plan at least 1 game table for every 4 to 6 participants, then add one or two spare options for different group sizes. Inventory the games and materials several days before the event so missing cards, dice or score sheets can still be replaced.
When should I buy food and drinks for a games afternoon?: Buy shelf-stable food, coffee supplies and disposable or reusable tableware 2 to 3 days beforehand. Shop for chilled items and ice as close to the event as practical, then chill drinks before guests arrive.
How early should I arrive to set up a games afternoon?: Allow at least 90 minutes for the venue check, tables, chairs, game tables, buffet, coffee station, decorations and registration point. Keep the final 15 minutes for printing or checking the registration list and testing powered equipment.

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