How to organise a games afternoon without last-minute chaos

Start with the date, venue and guest list, then build the afternoon around the space and the number of participants. Confirm registrations early so you can collect dietary requirements and prepare enough seating, snacks and drinks. Group activities into clear game corners, including sports, table tennis, board games and crafts, rather than moving everyone between stations. On the day, finish setup before guests arrive, test the speakers and keep one person available to explain rules and supervise free play.

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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
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Check contact details
6
Compile the game schedule
2 people
7
Assign the activities
2 people
8
Confirm reservation
9
Check the shopping list
10
Do the shopping
2 people
11
Check game materials
2 people
12
Create a music playlist
13
Prepare name stickers
14
Set out fruit and snacks
2 people
15
Chill drinks
16
Set up tables and chairs
3 people
17
Set up game corners
3 people
18
Set up craft tables
2 people
19
Hang decorations
2 people
20
Test music and speakers
21
Set up the registration table
22
Prepare first aid kit

Event

23
Receive participants
3 people
24
Explain the rules
2 people
25
Supervise free play
4 people
26
Guide the craft activity
3 people
27
Serve drinks and snacks
3 people
28
Refill drinks
29
Supervise outdoor games
4 people
30
Guide a calm game round
3 people
31
Serve dinner
4 people
32
Supervise the game tournament
4 people
33
Serve the final snack round
2 people
34
See participants off
3 people
35
Collect lost and found items

Aftercare

36
Clean up game materials
3 people
37
Collect waste
2 people
38
Wash dishes
2 people
39
Clear tables and chairs
3 people
40
Clean the room
3 people
41
Remove decorations
2 people
42
Empty coolers
43
Return materials
2 people
44
Store remaining supplies
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Stoolsqty 10
Tableclothsqty 8

Tableware

Reusable cupsqty 60
Reusable platesqty 60
Reusable cutleryqty 60
Small bowlsqty 10

Kitchen

Cutting boardsqty 3
Kitchen knivesqty 3
Serving tongsqty 4
Serving spoonsqty 4
Water jugsqty 6
Thermos flasksqty 3
Coolersqty 4
Reusable storage containersqty 12

Equipment

Bluetooth speakersqty 2
Extension cordsqty 3
Power stripsqty 3

Sports equipment

Footballsqty 4
Basketballsqty 3
Soft ballsqty 8
Skipping ropesqty 8
Hoopsqty 10
Conesqty 20
Relay batonsqty 8
Beanbagsqty 20
Game parachute
Table tennis set

Game materials

Board gamesqty 12
Puzzlesqty 8
Coloring pagesqty 60
Colored pencilsqty 12
Markersqty 12
Craft paperqty 200
Children's scissorsqty 20
Glue sticksqty 20
Building blocksqty 6

Decorations

Balloonsqty 100
Buntingqty 6
Name stickersqty 60
Table décorqty 8

Cleaning

Waste binsqty 6
Broomqty 2
Trash binqty 2
Mopqty 2
Bucketsqty 2
Hand soap dispensersqty 4
Hand sanitizerqty 4

Catering

Groceries

Tips

Confirm registrations and dietary requirements at least 7 days before the afternoon. Use the final number to check cups, plates, snacks, drinks and seating instead of guessing on the day.
Create the game programme before assigning activities. Plan short rounds of about 15–20 minutes and leave 5 minutes between them for changing stations, collecting equipment and explaining rules.
Set up separate activity zones so footballs, basketballs and soft balls stay away from board games and craft tables. Check each corner against its equipment list before participants arrive.
Prepare the registration table, name stickers and contact details before setup starts. Keep the first aid kit easy to reach, not packed away with spare materials.
Finish food and sound setup at least 30 minutes before arrival. Cut fruit, fill water jugs, chill drinks, test the Bluetooth speakers and secure extension cords before the first game begins.

Frequently asked questions

How far in advance should I plan a games afternoon?: Confirm the date and location at least 3 weeks ahead, then send invitations. Close registrations about 7 days before the event so you have time to check dietary requirements and contact details.
How many games should I plan for a games afternoon?: Plan roughly one activity block per 15–20 minutes, plus 5 minutes to switch stations. For a three-hour afternoon, prepare about 8–10 blocks and include free-play time so the schedule is not too tight.
When should I set up the games afternoon venue?: Start physical setup about 90 minutes before participants arrive. Aim to have tables, chairs, game corners, snacks, chilled drinks, registration and tested music ready at least 30 minutes before the start.
How much food and drink do I need for a games afternoon?: For the first hour, allow about 2–3 drinks per person, then provide water throughout the afternoon. Prepare at least one snack portion per person and add extra fruit or snacks for longer events or active outdoor games.

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