What you need for a games afternoon

A games afternoon needs more than board games and a few snacks. Plan the equipment for each table, scorekeeping supplies, drinks and a simple buffet before you shop. This list covers reusable tableware, serving tools, coffee equipment, coolers and the small items that are easy to forget. Check the number of players, tables and game rounds first, then adjust quantities so every group can start without waiting for missing pieces.

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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
- Spa Blauw - 6 bottles
- Cola - 4 bottles
- Cola Zero - 3 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Lemonade syrup - 2 bottles
- Coffee - 3 packs
- Tea - 2 boxes
- Milk - 6 liters
- Oat milk - 3 liters
- Sugar - 1 kilo
- Coffee creamer - 2 tubs
- Teaspoons - 1 pack
- Ice cubes - 4 bags
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Salsa - 4 jars
- Snack nuts - 3 bags
- Popcorn - 2 bags
- Cookies - 5 packs
- Chocolate cookies - 3 packs
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 4 bunches
- Wraps - 60 pieces
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Herb cream cheese - 4 tubs
- Grated cheese - 2 kilos
- Young cheese - 1,5 kilo
- Chicken breast slices - 1.5 kilos
- Vegetarian chicken pieces - 1,5 kilo
- Lettuce - 6 heads
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Bell peppers - 12 pieces
- Corn - 6 cans
- Pickles - 2 jars
- Mayonnaise - 2 bottles
- Garlic sauce - 2 bottles
- Ketchup - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Napkins - 200 pieces
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces

Tips

Plan one game set for every table, plus at least one spare deck of cards, extra dice and replacement counters. Missing small pieces can stop a whole round.
Allow two to three drinks per person for the first hour, then one drink per person for each additional hour. Chill drinks in coolers at least four hours before guests arrive.
Count plates, bowls, glasses and cutlery against your maximum attendance, not your expected average. For 20 people, prepare at least 24 place settings so late registrations do not leave anyone short.
Buy or bring enough pens and markers for every table, and print extra score sheets. A practical minimum is two pens and five spare sheets per table.
Set aside serving trays, tongs, ladles, bottle openers and cutting boards before shopping for food. These items are often forgotten because they are used in the kitchen rather than displayed on the buffet.

Frequently asked questions

What do I need for a games afternoon for 20 people?: Plan for the number of tables in your programme, with one complete game set per table. For 20 people, prepare at least 24 plates, bowls, glasses and cutlery sets, plus name badges and two pens per table.
How many drinks should I buy for a games afternoon?: Allow two to three drinks per person during the first hour and one more per person for every following hour. For 20 people over three hours, that means roughly 80 to 100 drinks, depending on the mix of water, soft drinks, coffee and tea.
How much tableware do I need for a games afternoon?: Use your maximum guest count and add about 20 percent. For 30 guests, prepare at least 36 reusable plates, bowls, glasses and cutlery sets, along with enough coffee cups for anyone likely to have a hot drink.
When should I prepare the games afternoon shopping?: Check the games and borrow missing items at least one week before the event. Do the main food and drink shopping one to two days beforehand, then chill drinks and prepare the buffet equipment on the day.

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