How to organise a Klaverjas evening

A Klaverjas evening runs smoothly when registration, table assignments and the competition schedule are settled before guests arrive. Start with the number of players, then prepare the rounds, score sheets and table numbers around that count. On the day, allow time to open and ventilate the venue, arrange the tables and chairs, and set up the registration desk. The small delays usually come from missing card decks, unclear seating or refreshments that are not ready between rounds.

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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
Process registrations
3
Collect dietary requirements
4
Create the participant list
5
Assign table numbers
6
Make competition forms
7
Confirm reservations
8
Buy prizes
9
Do the shopping
2 people
10
Check game materials
2 people
11
Print competition schedule
12
Open venue
2 people
13
Ventilate room
14
Set up tables
4 people
15
Set up chairs
3 people
16
Place table numbers
2 people
17
Lay out cards and score pads
2 people
18
Set up registration desk
2 people
19
Prepare coffee and tea
2 people
20
Chill drinks
2 people
21
Set out snacks
2 people
22
Set up the prize table
23
Test music and lighting

Event

24
Staff the reception desk
2 people
25
Register participants
2 people
26
Give game instructions
27
Guide the First Round
2 people
28
Serve snacks
2 people
29
Refill drinks
2 people
30
Collect score sheets
31
Assist with the second round
2 people
32
Serve coffee and tea
2 people
33
Check scores
2 people
34
Announce the winners
35
Present prizes
2 people
36
See participants off
2 people

Aftercare

37
Collect waste
3 people
38
Wash dishes
2 people
39
Clear tables and chairs
4 people
40
Clean the room
3 people
41
Pack game materials
2 people
42
Return supplies
43
Return borrowed items
44
Process final settlement

What to bring

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

Furniture

Tablesqty 12
Chairsqty 52
Registration desk
Prize table

Tableware

Coffee cupsqty 60
Glassesqty 60
Mugsqty 20
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 8
Serving spoonsqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 3
Power stripsqty 3
Bluetooth speaker
Kitchen timerqty 2

Game materials

Klaverjas card decksqty 14
Score padsqty 15
Score pensqty 20
Table numbersqty 12
Competition foldersqty 12
Calculatorsqty 3
Prizesqty 6

Decorations

Tableclothsqty 12
Table decorationsqty 12
Welcome sign

Lighting

Atmosphere lightsqty 6

Cleaning

Waste binsqty 4
Cleaning bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the evening. Use the final participant list to assign table numbers, prepare competition forms and identify dietary requirements before printing anything.
Plan the room around the number of playing tables, not just the number of chairs. Leave enough space for people to move between tables, and place the registration table where every participant passes it on arrival.
Count the game materials by table: each table needs a Klaverjas card deck, score pens and score sheets. Keep at least one spare deck and extra score blocks at the registration desk instead of discovering shortages after the first round.
Prepare the competition schedule and table numbers before opening the venue. Put the schedule in the competition folders and check every round against the participant list so players know where to go next.
Finish the hospitality setup before registration starts. Prepare coffee and tea, chill the drinks and place snacks on serving platters at least 30 minutes before the first round; keep the prize table separate from the playing area.

Frequently asked questions

How many people do you need for a Klaverjas evening?: Klaverjas is normally played with 4 people per table, so plan in multiples of four where possible. If your final list is not divisible by four, decide at least 2 days beforehand how you will handle a reserve player, a bye or a different format.
When should I send invitations for a Klaverjas evening?: Send invitations 3 to 4 weeks in advance and set the registration deadline 7 days before the event. That gives you time to process registrations, collect dietary requirements and print the final table assignments.
How early should you arrive to set up a Klaverjas evening?: Arrive 90 minutes before registration opens. Use the first 30 minutes to ventilate and arrange tables and chairs, the next 30 minutes for cards, score materials and table numbers, and the final 30 minutes for drinks, snacks, lighting and the reception desk.
What do I need for each Klaverjas table?: Prepare one Klaverjas card deck, score blocks, score pens and a visible table number for every table. Count these materials at least 1 hour before guests arrive and keep one spare deck plus extra pens available.

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