How to organise a games afternoon

Start by fixing the format, venue and number of players before choosing the games. Then build a programme that fits the available tables, volunteers and game supplies, and use registrations to collect dietary requirements early. In the final days, check every game, prepare score sheets and name badges, and finish the shopping. On the day, set up the tables, registration point and buffet before participants arrive, so the first round can start on time.

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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
Send invitations
2 people
2
Process registrations
3
Collect dietary requirements
4
Reserve venue
5
Create the games program
2 people
6
Check game supplies
2 people
7
Borrow games
2 people
8
Assign volunteers
9
Create a shopping list
2 people
10
Do the shopping
2 people
11
Print score sheets
12
Make name badges
2 people
13
Distribute games per table
2 people
14
Chill drinks
2 people
15
Prepare snacks
3 people
16
Prepare the wrap buffet
3 people
17
Set up tables
4 people
18
Set out chairs
3 people
19
Set up the games
4 people
20
Hang decorations
2 people
21
Set up the buffet
3 people
22
Set up the registration table
2 people

Event

23
Receive participants
3 people
24
Explain the rules
2 people
25
Lead the game rounds
6 people
26
Collect score sheets
2 people
27
Refill drinks
2 people
28
Serve snacks
3 people
29
Serve the wrap buffet
4 people
30
Check dietary meals
2 people
31
Guide the final game
3 people
32
Announce the winners
2 people
33
See participants off
3 people

Aftercare

34
Sort games
3 people
35
Wash dishes
3 people
36
Collect waste
2 people
37
Clear tables and chairs
4 people
38
Clean the venue
4 people
39
Return games
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 45
Buffet tableqty 2
Coat rack

Game materials

Board gamesqty 20
Card gamesqty 8
Diceqty 30
Game clocksqty 8
Cones and countersqty 10
Scoreboardqty 2

Tableware

Reusable platesqty 50
Reusable bowlsqty 50
Drinking glassesqty 60
Coffee cupsqty 45
Cutlery setsqty 50
Serving traysqty 6

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Kitchen knivesqty 4
Serving tongsqty 6
Soup ladlesqty 3
Bottle openersqty 2

Refrigeration

Coolersqty 4

Decorations

Tableclothsqty 8
Buntingqty 6
Name badgesqty 50

Stationery

Markersqty 2
Pensqty 30
Score sheetsqty 60

Equipment

Extension cordsqty 4
Power stripsqty 4

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2
Reusable cleaning clothsqty 12

Lighting

Battery lampsqty 4

Catering

Groceries

Tips

Create the games programme before distributing equipment. Allow time for explaining rules, changing rounds and recording scores; a short buffer between rounds prevents the afternoon from running late.
Use registrations to confirm table numbers and dietary requirements at least one week before the event. This gives you time to adjust the programme, snacks and wrap buffet instead of solving food questions at the registration table.
Check board games, card games, dice, clocks, counters and the scoreboard several days in advance. Do not assume borrowed games contain all their pieces, pens or score sheets.
Assign volunteers to specific jobs rather than asking for general help. Cover registration, rule explanations, scorekeeping, food service and clearing tables, with each person knowing when their shift starts.
Set up the registration table, tables, chairs, games and buffet before participants arrive. Chill drinks and prepare coffee supplies in advance; opening bottles, finding serving trays or making name badges during check-in creates a queue.

Frequently asked questions

How far in advance should I organise a games afternoon?: Reserve the venue and send invitations at least four weeks ahead. Ask for registrations and dietary requirements no later than one week before the afternoon, then confirm the programme and shopping list.
How many games do I need for a games afternoon?: Prepare at least one playable game per table for every round, plus one or two spare options. Check the full contents of each game several days beforehand and group the required pieces with the correct table.
When should I set up the games afternoon venue?: Start the room setup at least 90 minutes before participants arrive. Put out tables and chairs first, then distribute games, prepare registration and the buffet, and leave time to test the first round.
What food should I prepare for a games afternoon?: Plan snacks that can be eaten without interrupting play, then prepare the wrap buffet as a separate serving point. Finish cutting and arranging food before registration opens, and keep dietary options clearly identified.

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