How to organise a games afternoon

Start by fixing the date, venue and number of players before choosing the games. That number determines how many tables, chairs, stations, scorecards and game copies you need. Then collect registrations and dietary requirements, check which games are available, and reserve anything missing. On the day, set up clearly labelled stations, a reception desk and a service table before guests arrive. Leave enough time to explain the rules and run the rounds 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
Confirm date and location
2
Send invitations
2 people
3
Process registrations
4
Collect dietary requirements
5
Check game inventory
2 people
6
Reserve missing games
7
Arrange prizes and game cards
8
Create the room layout
2 people
9
Select game rules
2 people
10
Check the shopping list
11
Do the shopping
2 people
12
Label games and materials
2 people
13
Prepare prizes and scorecards
2 people
14
Open venue
2 people
15
Set up tables and chairs
4 people
16
Set up game stations
4 people
17
Hang decorations
2 people
18
Chill drinks
2 people
19
Prepare snacks
3 people
20
Set up the service table
2 people
21
Post the rules visibly
2 people
22
Set up the reception desk
2 people

Event

23
Welcome visitors
3 people
24
Explain the game afternoon
2 people
25
Lead the game rounds
5 people
26
Refill drinks
2 people
27
Serve snacks
2 people
28
Swap games
3 people
29
Serve the pizza meal
4 people
30
Supervise evening games
5 people
31
Announce the winners
2 people
32
Say goodbye to visitors
3 people

Aftercare

33
Collect the games
4 people
34
Wash dishes
3 people
35
Collect waste
2 people
36
Clear tables and chairs
4 people
37
Clean the room
3 people
38
Check and store the materials
2 people
39
Return borrowed games

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Tableclothsqty 8
Coat racksqty 2

Game materials

Board gamesqty 20
Card gamesqty 10
Puzzlesqty 6
Diceqty 30
Game component binsqty 20
Kitchen timersqty 6
Scoreboardsqty 8
Prizesqty 20
Conesqty 50
Playing card holdersqty 10

Writing supplies

Whiteboardsqty 4
Whiteboard markersqty 16
Pensqty 30
Notepadsqty 10

Decorations

Buntingqty 8
Balloonsqty 50
Tapeqty 4
Name stickersqty 60

Tableware

Reusable cupsqty 60
Platesqty 60
Cutlery setsqty 60
Serving traysqty 6
Small bowlsqty 12

Kitchen

Kettlesqty 2
Coffee thermosesqty 3
Coolersqty 4
Pizza cutterqty 2
Kitchen knivesqty 3

Cleaning

Waste binsqty 4
Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Cleaning glovesqty 6

Lighting

String lightsqty 4

Equipment

Extension cordsqty 4
Power stripsqty 4

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the event. Use the final headcount to plan tables, chairs, name stickers, snacks and drinks instead of guessing.
Check the game inventory before shopping. For every selected game, confirm that the board, cards, dice, component bins, timers and playing card holders are complete; reserve missing games several days in advance.
Plan the room around the game stations first. Leave a clear route to the reception desk and service table, and allow enough seating for each group without blocking access between tables.
Prepare one labelled set of rules, scoreboards, pens and notepads for each station. Post the rules visibly and test the scoring system before visitors arrive.
Open the venue at least 60 minutes before the start time. Set up tables and chairs first, then stations, decorations, chilled drinks, snacks and the reception desk so late preparation does not interrupt the welcome.

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 can finalise games, seating, snacks and dietary requirements.
How many games do I need for a games afternoon?: Plan at least one game station for every 4 to 6 players, depending on the game rules. For a group of 24, prepare roughly 4 to 6 stations and include a spare activity in case a game finishes early.
How early should I arrive to set up a games afternoon?: Allow at least 60 minutes before guests arrive. Larger groups or several game stations may need 90 minutes, especially if tables, chairs, scoreboards, decorations and a service table all need setting up.
How much food and drink do I need for a games afternoon?: For a 3-hour afternoon, plan around 2 to 3 drinks per person, plus water, and 2 to 4 snack portions per person. Add a small buffer for unexpected guests and check dietary requirements before shopping.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.