How to organise a Klaverjas evening

A Klaverjas evening runs smoothly when the playing plan is settled before you think about decorations or food. Start by booking the location, fixing the date and sending invitations, then use the registrations to build the running order. Prepare one complete playing place for each table, plus spare cards and score sheets. On the day, set up the tables and chairs first, chill the drinks and finish the welcome table before participants arrive.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Reserve play location
2
Set the date and program
2 people
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Confirm registrations
7
Create the running order
2 people
8
Buy prizes
9
Arrange location keys
10
Do the shopping
2 people
11
Wrap the prizes
2 people
12
Check game materials
2 people
13
Prepare score sheets
14
Prepare snacks
3 people
15
Chill drinks
2 people
16
Set up tables
3 people
17
Set up chairs
3 people
18
Set up game tables
2 people
19
Set up the buffet and bar
3 people
20
Hang decorations
2 people
21
Set up the reception desk

Event

22
Receive participants
2 people
23
Explain the game rules
24
Supervise the first round
2 people
25
Serve snacks
2 people
26
Refill drinks
2 people
27
Supervise the second round
2 people
28
Restock the buffet
2 people
29
Take care of the break
2 people
30
Support the third round
2 people
31
Supervise fourth round
2 people
32
Check scores
2 people
33
Announce the winners
34
Present prizes
2 people

Aftercare

35
Pack leftovers
2 people
36
Clear tables and chairs
4 people
37
Wash dishes
3 people
38
Collect waste
2 people
39
Clean the venue
3 people
40
Store game equipment
2 people
41
Remove decorations
2 people
42
Return borrowed items

What to bring

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

Furniture

Tablesqty 9
Chairsqty 36
Buffet tablesqty 2
Coat racksqty 2

Tableware

Coffee cupsqty 40
Glassesqty 40
Platesqty 40
Knivesqty 40
Forksqty 40
Teaspoonsqty 40
Serving plattersqty 10
Serving spoonsqty 10

Equipment

Klaverjas cardsqty 10
Spare card decksqty 2
Kitchen boilersqty 2
Coolersqty 3
Extension cordsqty 3
Power stripsqty 3
Wall clocksqty 2

Kitchen

Thermos flasksqty 4
Water jugsqty 4
Cutting boardsqty 2
Bread knivesqty 2
Kitchen knivesqty 2
Pliersqty 4
Bottle openersqty 3
Measuring cupsqty 2

Decorations

Tableclothsqty 9
Buntingqty 3
Table décorqty 9

Lighting

Atmosphere lightsqty 4
String lightsqty 2

Cleaning

Waste binsqty 4
Broomsqty 2
Trash binsqty 2

Catering

Prize tablesqty 2
Scoreboardsqty 8
Pensqty 40
Score sheetsqty 100
Name badgesqty 40
Groceries

Tips

Set the registration deadline at least 7 days before the evening. Use the final number of players to create the running order and check dietary requirements before shopping.
Plan for four players per Klaverjas table and prepare one spare deck of cards for every few tables. Check the cards, score sheets and table layout before guests arrive.
Finish the room setup at least 60 minutes before the start. Put out tables, chairs, tablecloths and table décor first, then arrange the playing tables so there is enough space to move around.
Chill drinks several hours in advance and keep water visible at the tables. Set up the buffet and bar before the first round, because serving snacks while explaining the rules creates avoidable delays.
Prepare the first round before opening the doors. Have the welcome table ready, keep the prizes wrapped and use a wall clock so players can see the time without interrupting the game.

Frequently asked questions

How many players do you need for a Klaverjas evening?: Klaverjas is normally played with four players per table. Confirm the final number of participants at least 7 days beforehand so you can arrange complete tables and decide how to handle an uneven number.
How early should you set up for a Klaverjas evening?: Allow at least 60 minutes for the room setup and another 15 minutes for a final check. Tables, chairs, cards, score sheets, drinks and the welcome table should be ready before participants arrive.
What should I prepare for each Klaverjas table?: Prepare four seats, a suitable table, a deck of Klaverjas cards and score sheets for each table. Keep spare card decks available and check the playing material before the evening rather than during the first round.
When should invitations for a Klaverjas evening be sent?: Send invitations at least 2 to 3 weeks before the event and set a clear registration deadline 7 days before it. That leaves enough time to confirm attendance, collect dietary requirements and create the running order.

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.