What to buy for a games afternoon

A games afternoon needs more than a pile of board games. Plan drinks, easy-to-serve snacks, reusable tableware and equipment for both active games and table activities. This shopping list includes practical items such as soft balls, cones, hoops, table tennis equipment and a game parachute, plus the serving and setup supplies people often remember too late. Check registrations and dietary requirements before shopping, then chill drinks and test equipment before guests arrive.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Stoolsqty 10
Tableclothsqty 8

Tableware

Reusable cupsqty 60
Reusable platesqty 60
Reusable cutleryqty 60
Small bowlsqty 10

Kitchen

Cutting boardsqty 3
Kitchen knivesqty 3
Serving tongsqty 4
Serving spoonsqty 4
Water jugsqty 6
Thermos flasksqty 3
Coolersqty 4
Reusable storage containersqty 12

Equipment

Bluetooth speakersqty 2
Extension cordsqty 3
Power stripsqty 3

Sports equipment

Footballsqty 4
Basketballsqty 3
Soft ballsqty 8
Skipping ropesqty 8
Hoopsqty 10
Conesqty 20
Relay batonsqty 8
Beanbagsqty 20
Game parachute
Table tennis set

Game materials

Board gamesqty 12
Puzzlesqty 8
Coloring pagesqty 60
Colored pencilsqty 12
Markersqty 12
Craft paperqty 200
Children's scissorsqty 20
Glue sticksqty 20
Building blocksqty 6

Decorations

Balloonsqty 100
Buntingqty 6
Name stickersqty 60
Table décorqty 8

Cleaning

Waste binsqty 6
Broomqty 2
Trash binqty 2
Mopqty 2
Bucketsqty 2
Hand soap dispensersqty 4
Hand sanitizerqty 4

Catering

Groceries
- Water - 30 liters
- Apple juice - 8 liters
- Orange juice - 6 liters
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Lemonade syrup - 3 bottles
- Tea - 2 boxes
- Coffee - 2 packs
- Milk - 6 liters
- Sugar - 1 kilo
- Tea bags - 100 pieces
- Ice cubes - 8 bags
- Sandwiches - 80 pieces
- Wholemeal bread - 6 loaves
- Cheese - 2 kilos
- Ham - 1,5 kilo
- Chicken breast topping - 1 kilo
- Hummus - 6 tubs
- Peanut butter - 2 jars
- Jam - 2 jars
- Butter - 4 tubs
- Cucumber - 8 pieces
- Tomatoes - 3 kilos
- Carrots - 3 kilos
- Bell peppers - 2 kilos
- Apples - 6 kilos
- Bananas - 5 kilo
- Grapes - 4 kilos
- Mandarins - 4 kilo
- Yogurt - 5 liters
- Muesli - 2 packs
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Pretzels - 5 bags
- Popcorn - 5 bags
- Cookies - 8 packs
- Muesli bars - 60 pieces
- Ice pops - 60 pieces
- Ketchup - 2 bottles
- Mayonnaise - 2 jars
- Mustard - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Olive oil - 1 bottle
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Napkins - 150 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 10 pieces
- Microfiber cloths - 10 pieces

Tips

Plan around two to three drinks per person for the first hour, then one drink per person for each additional hour. Bring extra water, using water jugs and reusable cups so people can refill easily.
Buy snacks that can be served without plates or complicated preparation, but bring small bowls, serving tongs, chopping boards and kitchen knives for fruit and other food that needs portioning.
Count the equipment by activity before shopping: allow one ball or game set per group where possible, and add cones, hoops or relay batons when activities run at the same time.
Pack enough reusable plates, cutlery and cups for every participant plus at least 10% extra. A few spare items prevent delays when something is dropped or needs replacing.
Do not leave power supplies until the day itself. Check that Bluetooth speakers, extension cords and power strips fit the room, and test the music setup before participants arrive.

Frequently asked questions

What food and drinks do I need for a games afternoon?: Plan two to three drinks per person for the first hour and one per person for every hour after that. Choose fruit and snacks that are easy to share, and confirm dietary requirements at least 3 days before shopping.
How many cups, plates and cutlery should I buy?: Prepare one complete place setting per participant plus 10% spare. For 20 participants, that means at least 22 reusable cups, plates and sets of cutlery.
What equipment is needed for indoor and outdoor games?: Use a mix of sports equipment and quieter activities: soft balls, footballs, basketballs, cones, hoops, skipping ropes, relay batons, beanbags and board games. Check the final activity schedule 1 day before the event so you can identify missing equipment.
When should I prepare the games afternoon shopping?: Check the shopping list and buy non-perishable supplies 2 to 3 days ahead. Buy fresh snacks the day before, then chill drinks and check all game materials on the morning of the event.

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