How to organise a Christmas bingo

A Christmas bingo works best when the game is planned around the room, the number of players and the serving schedule. Confirm the venue, date and attendance first, then prepare cards, prizes, refreshments and the bingo equipment in that order. On the day, allow time for tables, festive decorations, the entrance and cloakroom, and a full sound test. This plan keeps the practical details together, including the jobs that are easy to leave until the last hour.

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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
Record date and times
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Confirm number of participants
7
Buy prizes
2 people
8
Prepare bingo forms
2 people
9
Check bingo numbers
10
Wrap the prizes
2 people
11
Check the shopping list
12
Do the shopping
2 people
13
Confirm venue and key
14
Chill drinks
2 people
15
Prepare snacks
3 people
16
Set out coffee and tea
2 people
17
Set up tables and chairs
4 people
18
Set tables festively
3 people
19
Hang decorations
3 people
20
Set up bingo tables
2 people
21
Test sound and music
2 people
22
Prepare bingo materials
2 people
23
Set up entrance and cloakroom
2 people

Event

24
Receive participants
3 people
25
Hand out bingo cards
2 people
26
Serve coffee and tea
2 people
27
Explain the rules
28
Supervise bingo rounds
2 people
29
Serve snacks
3 people
30
Refill drinks
2 people
31
Present prizes
2 people
32
Serve the hot meal
4 people
33
Guide free bingo and the Christmas quiz
2 people
34
Finish the final round
2 people
35
See participants off
2 people

Aftercare

36
Collect plates and glasses
3 people
37
Store leftovers safely
2 people
38
Sort and dispose of waste
3 people
39
Wash dishes
3 people
40
Clean the venue
4 people
41
Put furniture back
3 people
42
Remove decorations
2 people
43
Check and store the materials
2 people
44
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Buffet tablesqty 2
Coat racksqty 2

Tableware

Drinking glassesqty 70
Coffee cupsqty 60
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 10
Serving plattersqty 10
Serving spoonsqty 8

Decorations

Christmas tree
Christmas baublesqty 40
Christmas garlandsqty 8
Tableclothsqty 8

Lighting

LED string lightsqty 6
LED candlesqty 20

Game materials

Bingo cardsqty 60
Bingo cage
Bingo ballsqty 90
Bingo markersqty 70
Prize packsqty 12

Equipment

Laptop
Speakerqty 2
Microphone
Extension cordsqty 4
Power stripsqty 3

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Soup bowlsqty 60
Serving spoonsqty 4

Cleaning

Broomsqty 2
Mopsqty 2
Bucketsqty 2
Vacuum cleaner
Cleaning glovesqty 6

Catering

Groceries

Tips

Confirm the final participant count before buying prizes or printing bingo cards. Check dietary requirements at the same time, so snacks and drinks match the people attending.
Prepare the bingo materials at least one day ahead: check the bingo balls and numbers, sort the cards and markers, and wrap the prize packs. A missing ball or unclear card can stop the game immediately.
Set up the bingo tables before decorating the room. Leave clear space for players, the bingo cage and the person calling the numbers, and keep extension cords and power strips away from walkways.
Chill drinks and prepare snacks before guests arrive, then set out coffee, tea, cups and thermos flasks separately from the bingo tables. This prevents queues from blocking the entrance or game area.
Test the laptop, speaker and microphone with the room arranged as it will be during the game. Do this before receiving participants, because festive decorations and full seating can affect sound and cable access.

Frequently asked questions

How far in advance should I organise a Christmas bingo?: Reserve the venue and record the date and times at least 4 to 6 weeks ahead. Send invitations soon after, and confirm the final number of participants about 7 days before the event so you can finish the shopping and prizes.
How many bingo cards and prizes do I need?: Prepare one bingo card and a marker for every participant, plus 5 to 10 spare cards for damaged or forgotten materials. Match the number of prize packs to the number of planned winning rounds, and wrap them at least 1 day before the bingo.
When should I set up a Christmas bingo venue?: Allow 2 to 3 hours before guests arrive for tables, chairs, decorations, the entrance and cloakroom, refreshments, bingo materials and the sound check. Keep the final 30 minutes free to receive participants and hand out cards.
How much food and drink should I prepare for Christmas bingo?: For the first hour, plan on 2 to 3 drinks per person, then add coffee and tea alongside the snacks. Finalise quantities after the participant count is confirmed 7 days before the event, and chill drinks on the day.

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