How to organise a card afternoon

A card afternoon runs smoothly when registration, table setup and the match schedule are settled before guests arrive. Start by confirming the venue, sending invitations and collecting dietary requirements, then prepare games, prizes and refreshments in separate steps. Allow time to check every table has the required cards, score pads and pens. On the day, finish the room setup at least 30 minutes before registration opens so you can welcome participants without rushing.

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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

1
Reserve venue
2
Draft invitations
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Confirm registrations
7
Reserve tables and chairs
8
Check card games
9
Create match schedule
10
Lay out prizes
11
Do the shopping
2 people
12
Collect decorations
13
Print attendance list
14
Chill drinks
2 people
15
Set out coffee and tea
2 people
16
Set up tables
3 people
17
Set up chairs
3 people
18
Set the tables
2 people
19
Set up card tables
2 people
20
Hang decorations
2 people
21
Prepare snacks
3 people
22
Set Up Registration

Event

23
Receive participants
2 people
24
Supervise game tables
3 people
25
Serve coffee and tea
2 people
26
Refill drinks
27
Serve snacks
2 people
28
Record interim result
29
Serve dinner
3 people
30
Guide the final round
3 people
31
Announce the winners
32
Say goodbye to participants
2 people

Aftercare

33
Collect cards and games
2 people
34
Wash dishes
3 people
35
Collect waste
2 people
36
Clean the room
3 people
37
Put furniture back
3 people
38
Remove decorations
2 people
39
Return materials
40
Store leftover items
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 36
Side tablesqty 3
Tableclothsqty 8

Game materials

Playing cardsqty 12
Score padsqty 12
Pensqty 36
Tokensqty 300
Playing card holdersqty 12
Egg timersqty 4

Tableware

Coffee cupsqty 36
Glassesqty 36
Platesqty 40
Cutlery setsqty 40
Napkin holdersqty 4

Kitchen

Thermos flasksqty 4
Water jugsqty 4
Serving traysqty 6
Serving spoonsqty 6
Cake serversqty 2

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3

Decorations

Welcome sign
Table decorationsqty 8
Name badgesqty 36
Balloonsqty 30
Ribbonsqty 4

Cleaning

Waste binsqty 4
Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Cleaning clothsqty 12

Catering

Groceries

Tips

Send invitations early enough to process registrations and confirm attendance before creating the match schedule. Print the final attendance list on the day before the event, then keep a few blank name badges for late changes.
Plan the room around the card tables first. Leave clear space between tables and keep side tables nearby for drinks, score pads and spare playing cards, rather than placing refreshments on the playing surface.
Check each game table as a complete set: cards, score pads, pens, tokens, card holders and an egg timer if the format uses one. Do this at least one day ahead, not while participants are waiting.
Prepare coffee, tea, chilled drinks and snacks separately from registration. Put cups, glasses, plates, cutlery and napkins together, and set out water jugs so players do not need to interrupt a round.
Lay out prizes and the match schedule before guests arrive, but keep the final schedule flexible until registrations are confirmed. Start receiving participants 30 minutes before play so name badges and table assignments do not delay the first round.

Frequently asked questions

How far in advance should I organise a card afternoon?: Start planning at least 3 to 4 weeks ahead. Reserve the venue and tables first, send invitations next, and leave the final week for registration checks, dietary requirements, prizes and equipment.
How early should guests arrive for a card afternoon?: Open registration about 30 minutes before the first game. This gives you time to confirm names, hand out badges and direct players to their tables without shortening the playing time.
What should be checked before a card afternoon starts?: Check every table at least 24 hours beforehand for playing cards, score pads, pens, tokens and card holders. Also test the coffee machines and kettles, chill drinks, and print the attendance list.
How do I make a match schedule for a card afternoon?: Create the schedule only after registrations are confirmed, ideally on the day before the event. Include each participant or pair, table assignments and round times, then print enough copies for registration and the game tables.

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