How to organise a game night without the last-minute rush

A successful game night depends on more than choosing a few board games. Start by confirming the date, venue and guest list, then use registrations to plan food, seating and game tables. Check your game collection early so missing games can still be borrowed or bought. On the day, prepare snacks and drinks before guests arrive, and give each table a ready-to-play selection with score pads, pens and any needed dice or timers.

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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
Confirm date and location
2
Confirm reservation
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Recheck registrations
7
Check game inventory
8
Arrange missing games
9
Set up game tables
2 people
10
Determine menu and quantities
2 people
11
Check the shopping list
12
Do the shopping
2 people
13
Chill drinks
2 people
14
Set out non-perishable snacks
2 people
15
Prepare soft drinks
2 people
16
Prepare sandwiches
3 people
17
Cut vegetables
2 people
18
Set out dips and toppings
2 people
19
Open venue
20
Set up tables
3 people
21
Set out chairs
3 people
22
Prepare the games per table
3 people
23
Set out dishes and cups
2 people
24
Hang up decorations
2 people
25
Test music and lighting
26
Set up the welcome desk

Event

27
Welcome guests
2 people
28
Explain the game rules
2 people
29
Guide the first game round
3 people
30
Refill drinks
2 people
31
Refill snacks
2 people
32
Guide the second round of the game
3 people
33
Serve the sandwich buffet
3 people
34
Collect used dishes
2 people
35
Guide the final round
3 people
36
Announce the final round
37
See off guests
2 people

Aftercare

38
Collect the games
3 people
39
Dismantle tables and chairs
3 people
40
Collect waste
2 people
41
Wash dishes
2 people
42
Clean the kitchen
2 people
43
Sweep and mop the room
2 people
44
Remove decorations
2 people
45
Switch off equipment
46
Lock up the venue
47
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 45
Buffet tableqty 2
Coat racksqty 2

Game materials

Board gamesqty 20
Card gamesqty 8
Diceqty 30
Game cardsqty 4
Score padsqty 10
Pensqty 30
Hourglassesqty 6
Game matsqty 8

Tableware

Platesqty 50
Glassesqty 50
Coffee cupsqty 30
Knivesqty 50
Forksqty 50
Spoonsqty 30
Serving bowlsqty 8
Serving plattersqty 6

Kitchen

Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Bread basketsqty 4
Coffee maker
Kettlesqty 2

Equipment

Coolersqty 3
Bluetooth speaker
Power stripsqty 4
Extension cordsqty 4

Lighting

String lightsqty 3

Decorations

Tableclothsqty 8
Buntingqty 4
Welcome sign
Name stickersqty 50

Cleaning

Waste binsqty 4
Broom and dustpanqty 2
Mop and bucketqty 2
Cleaning clothsqty 12

Catering

Groceries

Tips

Confirm the guest list and dietary requirements before deciding quantities. Recheck registrations a few days before the event so sandwiches, vegetables, dips and drinks match the actual number of players.
Check every game at least one week ahead, including cards, dice, pieces, score pads and pens. Arrange missing games before setup day rather than discovering an incomplete box when guests are seated.
Plan one game table for each active group and leave enough space for chairs, serving bowls and movement. Prepare the games per table so guests can start without waiting for instructions or searching through boxes.
Chill drinks several hours before opening and put non-perishable snacks out during setup. Prepare sandwiches, cut vegetables and arrange dips close to arrival time so the food stays fresh without delaying the first round.
Build in at least 60 minutes for venue setup. Put out tables, chairs, dishes and cups first, then games, food, decorations, lighting and music; test the speaker, extension cords and power strips before guests arrive.

Frequently asked questions

How far in advance should I organise a game night?: Confirm the date, location and reservation at least 3 to 4 weeks ahead. Send invitations soon after, then recheck registrations and dietary requirements 3 to 5 days before the event.
How many games do I need for a game night?: Prepare at least one playable option for every planned table, plus 2 or 3 backup games for different group sizes. Check the complete inventory 7 days beforehand so you have time to replace missing pieces or arrange another game.
How much food and drink should I plan for game night?: For a two- to three-hour evening, plan roughly 2 to 3 drinks per person in the first hour and 1 to 2 more per person afterward. Offer a mix of sandwiches, cut vegetables, dips and snacks, adjusting quantities after the final registration check.
When should I set up for a game night?: Open the venue and begin setup at least 60 minutes before guests arrive. Set up tables and chairs first, then prepare the games and tableware; finish chilled drinks, fresh food, lighting and music during the final 20 to 30 minutes.

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