How to organise a family games afternoon

A family games afternoon works best when people can start playing within minutes of arriving. Set the date and programme first, then match games to the space, age groups and number of players. Prepare each table as a complete activity, with rules, materials and score sheets ready before guests arrive. Keep food and drinks in a separate area so games stay clear and people can move around easily.

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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 a room
2
Set the date and program
2 people
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Develop the games program
2 people
7
Check the rules
2 people
8
Arrange missing games
9
Determine catering quantities
2 people
10
Check the shopping list
2 people
11
Send confirmation to participants
12
Do the shopping
2 people
13
Gather games and materials
2 people
14
Chill drinks
2 people
15
Open and check the room
2 people
16
Set up tables and chairs
4 people
17
Set up game tables
3 people
18
Prepare the games per table
3 people
19
Prepare quiz questions and score sheets
2 people
20
Hang decorations
2 people
21
Set up buffet and drinks table
3 people
22
Prepare snacks
3 people
23
Set out coffee and tea
2 people

Event

24
Staff the reception desk
2 people
25
Welcome visitors
2 people
26
Explain the rules
3 people
27
Guide the first game round
4 people
28
Refill drinks
2 people
29
Refill snacks
2 people
30
Guide the second round of the game
4 people
31
Serve the break and buffet
4 people
32
Serve diet meals
2 people
33
Present the quiz round
2 people
34
Check scores
2 people
35
Announce the winners
36
Supervise free play
3 people
37
Wave goodbye to visitors
2 people

Aftercare

38
Sort and pack games
3 people
39
Collect waste
3 people
40
Wash dishes
3 people
41
Clear tables and chairs
4 people
42
Clean the room
3 people
43
Return materials
2 people
44
Distribute leftover food
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 48
Buffet tablesqty 2
Coat racksqty 2
Stoolsqty 6

Game materials

Board gamesqty 12
Card gamesqty 6
Puzzlesqty 4
Diceqty 12
Conesqty 48
Scoreboardqty 2
Table tennis set
Ring toss set
Boccia set
Mikadoqty 2
Memory gamesqty 3
Quiz buzzersqty 4
Prizesqty 12

Tableware

Reusable platesqty 50
Reusable cupsqty 60
Coffee cupsqty 40
Cutlery setsqty 50
Serving spoonsqty 8
Serving plattersqty 8
Serving tongsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Knivesqty 6
Coolersqty 3

Equipment

Bluetooth speaker
Microphone
Extension cordsqty 3
Power stripsqty 3
Rechargeable lampsqty 4

Decorations

Buntingqty 8
Balloonsqty 50
Tableclothsqty 8
Name badgesqty 50
Vasesqty 8

Catering

Groceries

Tips

Plan three to five game stations for a typical afternoon, mixing quiet options such as puzzles and memory with active games such as ring toss or boccia. Allow 20 to 30 minutes per round so families can rotate without rushing.
Prepare one complete set of materials for every table at least one day ahead. Check that each board game has all pieces, each quiz has enough question sheets, and active games have a clear playing area.
Send invitations three to four weeks before the event and set a reply deadline about one week before it. Use the responses to confirm numbers, ages and dietary requirements before buying food.
Set up tables and chairs at least 60 minutes before guests arrive. Leave clear walkways between stations, keep the scoreboard visible, and place spare chairs near the busiest games.
Put drinks, reusable cups, plates and serving utensils out before the first guest arrives. Keep coffee and tea equipment together, and chill drinks several hours in advance rather than during setup.

Frequently asked questions

How long should a family games afternoon last?: Allow three to four hours, including arrival, two or three game rounds and a food break. A programme with 20 to 30 minute rounds gives families enough time to change tables without making younger children wait too long.
How many games do I need for a family games afternoon?: Prepare three to five stations for most groups, depending on attendance and room size. Each station should support the expected number of players; have one or two backup games ready if a table finishes early.
How far in advance should I invite people to a family games afternoon?: Send invitations three to four weeks ahead and close registrations about seven days before the event. That gives you time to confirm attendance, collect dietary requirements and calculate catering quantities.
When should I set up the games tables?: Set up the room at least one hour before guests arrive and prepare the game materials before that day. Put the rules, score sheets, pieces and any prizes at each table so the welcome period does not become a last-minute setup session.

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