Games afternoon checklist: what to arrange and when

A games afternoon runs smoothly when the programme, equipment and room layout are settled before guests arrive. This checklist takes you from invitations and dietary requirements to score sheets, table setup, snacks and game rounds. Plan the games early enough to check what you already have and what you need to borrow. On the day, leave time for registration, explaining the rules and resetting tables between rounds.

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

Send invitations
2 people
Process registrations
Collect dietary requirements
Reserve venue
Create the games program
2 people
Check game supplies
2 people
Borrow games
2 people
Assign volunteers
Create a shopping list
2 people
Do the shopping
2 people
Print score sheets
Make name badges
2 people
Distribute games per table
2 people
Chill drinks
2 people
Prepare snacks
3 people
Prepare the wrap buffet
3 people
Set up tables
4 people
Set out chairs
3 people
Set up the games
4 people
Hang decorations
2 people
Set up the buffet
3 people
Set up the registration table
2 people

Event

Receive participants
3 people
Explain the rules
2 people
Lead the game rounds
6 people
Collect score sheets
2 people
Refill drinks
2 people
Serve snacks
3 people
Serve the wrap buffet
4 people
Check dietary meals
2 people
Guide the final game
3 people
Announce the winners
2 people
See participants off
3 people

Aftercare

Sort games
3 people
Wash dishes
3 people
Collect waste
2 people
Clear tables and chairs
4 people
Clean the venue
4 people
Return games
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 45
Buffet tableqty 2
Coat rack

Game materials

Board gamesqty 20
Card gamesqty 8
Diceqty 30
Game clocksqty 8
Cones and countersqty 10
Scoreboardqty 2

Tableware

Reusable platesqty 50
Reusable bowlsqty 50
Drinking glassesqty 60
Coffee cupsqty 45
Cutlery setsqty 50
Serving traysqty 6

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Kitchen knivesqty 4
Serving tongsqty 6
Soup ladlesqty 3
Bottle openersqty 2

Refrigeration

Coolersqty 4

Decorations

Tableclothsqty 8
Buntingqty 6
Name badgesqty 50

Stationery

Markersqty 2
Pensqty 30
Score sheetsqty 60

Equipment

Extension cordsqty 4
Power stripsqty 4

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2
Reusable cleaning clothsqty 12

Lighting

Battery lampsqty 4

Catering

Groceries

Tips

Set the programme before checking equipment: list every game, its playing time and the number of players per table. Then check that you have enough board games, card games, dice, counters and game clocks for all rounds.
Send invitations with a firm registration deadline at least 10 days before the afternoon. Use the final registration list to collect dietary requirements, prepare name badges and assign people to tables.
Print score sheets and make name badges at least 2 days ahead. Keep spare pens and markers at the registration table, because missing names and unreadable scores are easy to fix before the first round but awkward afterwards.
Plan the food around the game schedule rather than serving everything at once. Chill drinks before guests arrive, prepare snacks in advance and set up the wrap buffet so people can serve themselves without interrupting a round.
Allow at least 60 minutes for room setup on the day. Put out tables and chairs first, then distribute games and score sheets, set up the buffet and registration table, and leave a clear route to the coat rack.

Frequently asked questions

How far in advance should I plan a games afternoon?: Reserve the venue and create the games programme about 3 weeks ahead. Send invitations at least 10 days before the event, then use the final registrations to assign tables and volunteers.
How many games do I need for a games afternoon?: Plan one main game per table for each round, plus at least 2 spare games in case a game is unsuitable or finishes early. Check the player count and estimated playing time before choosing the programme.
When should I prepare food and drinks for a games afternoon?: Buy non-perishable food and drinks 2 to 3 days ahead. Chill drinks on the morning of the event, prepare snacks before setup and assemble the wrap buffet after the tables and games are in place.
How much time do I need to set up a games afternoon?: Allow 60 to 90 minutes for setup, depending on the number of tables. Put out furniture first, then games, score sheets, name badges, registration materials and food, with participants arriving only after everything is ready.

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.