How to organise a games afternoon

A successful games afternoon depends on more than putting board games on a table. Start by confirming the venue, guest numbers and dietary requirements, then match the games to the group and prepare simple rules. On the day, create separate game corners, keep registration and refreshments easy to find, and leave enough time for explanations and round changes. This plan helps you organise the afternoon in a practical order, including the details people often leave too late.

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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
Send invitations
2 people
3
Process registrations
4
Collect dietary requirements
5
Inventory the game options
2 people
6
Check the games
2 people
7
Prepare game rules
2 people
8
Arrange the table layout
9
Check the shopping list
10
Do the shopping
2 people
11
Chill drinks
2 people
12
Prepare snacks
3 people
13
Sort game equipment
2 people
14
Open venue
2 people
15
Set up tables
4 people
16
Set up chairs
3 people
17
Set up game corners
4 people
18
Hang decorations
2 people
19
Set up the buffet
3 people
20
Set out coffee and tea
2 people
21
Set up the reception table
2 people

Event

22
Register walk-ins
2 people
23
Give game instructions
2 people
24
Lead the game rounds
4 people
25
Refill drinks
2 people
26
Refill snacks
2 people
27
Collect used dishes
2 people
28
Change the table layout
3 people
29
Supervise evening games
4 people
30
Announce the final round
31
See off guests
2 people

Aftercare

32
Collect the games
3 people
33
Clear tables and chairs
4 people
34
Wash dishes
3 people
35
Collect waste
2 people
36
Clean the venue
3 people
37
Remove decorations
2 people
38
Return game equipment
2 people
39
Return borrowed items
2 people
40
Distribute leftover food
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Buffet tableqty 2
Coat rack

Game materials

Board gamesqty 18
Card gamesqty 8
Diceqty 30
Conesqty 60
Playing card holdersqty 12
Score padsqty 10
Pensqty 30
Prizesqty 10

Tableware

Reusable cupsqty 60
Platesqty 60
Cutlery setsqty 60
Coffee cupsqty 40
Serving plattersqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 2
Bread knivesqty 2
Serving utensilsqty 8

Decorations

Balloonsqty 100
Buntingqty 6
Tableclothsqty 8
Name badgesqty 60

Equipment

Extension cordsqty 4
Power stripsqty 4

Cleaning

Broom
Floor squeegee
Bucketsqty 2
Microfiber clothsqty 8
Dustpan and brushqty 2

Catering

Groceries

Tips

Choose games before you finalise the room layout. Check every game is complete, prepare short rules, and provide score pads, pens or card holders where they will be needed.
Set up separate game corners rather than one crowded playing area. Allow enough space for tables, chairs and movement, and test extension cords and power strips before guests arrive.
Finish shopping and food preparation before the venue opens. Chill drinks in advance, prepare snacks on serving platters, and keep coffee, tea and water separate from the active game tables.
Plan registration for the first 15 to 20 minutes. Keep name badges and the guest list at a reception table, and record walk-ins before assigning people to a game.
Allow 10 minutes between game rounds for explanations, scorekeeping and changing tables. Keep spare dice, cards and pens together so a missing item does not stop a round.

Frequently asked questions

How far in advance should I plan a games afternoon?: Reserve the venue and send invitations at least 3 to 4 weeks ahead. Ask for registrations and dietary requirements no later than 7 days before the event so you can choose games, seating and food quantities.
How many games do I need for a games afternoon?: Prepare at least 1 game option per planned table, plus 2 or 3 alternatives for different group sizes or preferences. For a three-hour afternoon, plan 2 to 3 game rounds rather than trying to use every game.
How early should I arrive to set up a games afternoon?: Arrive 90 to 120 minutes before guests are due. This gives you time to set up tables, chairs and game corners, arrange the buffet, chill remaining drinks and test any equipment that needs power.
How much food and drink do I need for a games afternoon?: For the first hour, allow 2 to 3 drinks per person, then about 1 drink per person per hour. Plan 2 to 3 snack portions per guest, with extra food for longer sessions and confirmed dietary requirements.

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.