How to organise a games afternoon without last-minute chaos

Start with the venue, date and expected attendance, then build the afternoon around the games rather than fitting games in at the end. Test every game, decide how long each round should last and print the rules before invitations go out. Keep registrations open long enough to collect dietary requirements and assign volunteers based on the final numbers. On the day, allow at least 60 minutes for tables, chairs, games, refreshments and signage before guests arrive.

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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
Assemble the games schedule
2 people
3
Check the games
2 people
4
Draft invitations
5
Send invitations
6
Process registrations
7
Collect dietary requirements
8
Confirm registrations
9
Assign volunteers
2 people
10
Set up game tables
2 people
11
Buy prizes
12
Check the shopping list
2 people
13
Do the shopping
2 people
14
Sort games
2 people
15
Print the game rules
16
Make name badges
17
Chill drinks
2 people
18
Prepare snacks
3 people
19
Open venue
2 people
20
Set up tables
3 people
21
Set out chairs
3 people
22
Set out games
3 people
23
Set up the buffet
3 people
24
Hang up decorations
2 people
25
Test the music
26
Set up the reception desk
2 people

Event

27
Welcome guests
3 people
28
Explain the program
29
Lead the game rounds
4 people
30
Serve coffee and tea
2 people
31
Serve snacks
2 people
32
Refill drinks
2 people
33
Swap games
3 people
34
Restock the buffet
2 people
35
Lead the evening round
4 people
36
Hand out prizes
2 people
37
Say goodbye
2 people

Aftercare

38
Collect the games
3 people
39
Pack leftovers
2 people
40
Wash dishes
3 people
41
Collect waste
2 people
42
Clear tables and chairs
4 people
43
Clean the venue
3 people
44
Remove decorations
2 people
45
Collect lost property
46
Lock up the venue
2 people
47
Return games
2 people
48
Return materials
2 people
49
Call participants back

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

Bingo cage
Bingo cardsqty 60
Bingo cardsqty 1000
Playing cardsqty 8
Diceqty 24
Sjoelbaksqty 2
Sjoelschijvenqty 60
Checkersqty 4
Chessqty 3
Ludoqty 4
Rummikubqty 4
Yahtzeeqty 4
Board gamesqty 8
Puzzlesqty 4
Score padsqty 12
Hourglassesqty 8
Prizesqty 20

Tableware

Coffee cupsqty 50
Glassesqty 50
Platesqty 50
Cutlery setsqty 50
Serving traysqty 8
Pouring jugsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3

Equipment

Bluetooth speaker
Extension cordsqty 3
Power stripsqty 3

Decorations

Tableclothsqty 8
Buntingqty 4
Balloonsqty 40
Name badgesqty 50
Pensqty 20
Tapeqty 4
Scissorsqty 3

Cleaning

Waste binsqty 4
Vacuum cleaner
Mop set
Cleaning bucketqty 2

Catering

Groceries

Tips

Create the games schedule before sending invitations. Include an opening time, short instructions, round lengths and a finish time so guests know whether they can join midway.
Test every game at least 7 days beforehand, including the bingo equipment, cards, dice and timers. Replace missing pieces before the shopping trip rather than discovering the problem during setup.
Set a registration deadline 5 to 7 days before the event. Use the final list to confirm attendance, record dietary requirements and assign enough volunteers for welcoming guests, explaining rules and keeping scores.
Prepare printed rules, name badges and score pads the day before. Put each game’s materials together in one place so volunteers do not have to search for cards, pieces or accessories between rounds.
Open the venue 60 to 90 minutes early. Set up tables and chairs first, then game stations and the buffet; chill drinks and prepare snacks while another volunteer tests the music and checks the room flow.

Frequently asked questions

How far in advance should I plan a games afternoon?: Book the venue and choose the date at least 4 to 6 weeks ahead. Finalise the schedule and send invitations after you have checked that the games, tables and basic equipment are available.
How many games should I plan for one afternoon?: Plan two or three structured rounds for a three-hour afternoon, plus several shorter games that guests can join freely. Allow 10 to 15 minutes between rounds for explanations, scoring and moving between tables.
When should I ask guests about dietary requirements?: Ask for dietary requirements when guests register, ideally 2 to 3 weeks before the event. Close registrations 5 to 7 days before the afternoon so you can buy snacks and arrange the buffet accurately.
How early should I arrive to set up a games afternoon?: Arrive 60 to 90 minutes before guests are due. Set out furniture and game tables first, then place the games and printed rules, prepare the buffet, chill drinks and complete a final music and room check.

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