How to organise a Klaverjas evening

A Klaverjas evening runs smoothly when you settle the player count and table plan before buying supplies or setting up the hall. Start with the venue, invitations and registrations, then confirm dietary requirements and the final participant list. On the day, prepare the playing tables, registration desk, cards, score sheets and refreshments before guests arrive. Leave enough time for attendance checks and a clear explanation of the game rules.

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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
Finalize the participant list
6
Arrange the table layout
7
Print game rules
8
Purchase prizes
9
Do the shopping
2 people
10
Chill drinks
2 people
11
Set out coffee supplies
12
Prepare snacks
2 people
13
Pick up the venue key
14
Ventilate the hall
15
Set up tables
3 people
16
Set up chairs
2 people
17
Place table numbers
18
Lay out cards and score sheets
2 people
19
Set up registration desk
20
Set up the buffet table
2 people
21
Set out coffee and tea
2 people
22
Display snacks
2 people

Event

23
Receive participants
2 people
24
Check attendance
25
Give game instructions
26
Arrange card tables
2 people
27
Guide the First Round
2 people
28
Refill drinks
2 people
29
Refill snacks
2 people
30
Check score sheets
31
Assist with the second round
2 people
32
Restock break buffet
2 people
33
Guide the third round
2 people
34
Refill coffee and tea
2 people
35
Guide the final round
2 people
36
Calculate final standings
2 people
37
Present prizes
38
See participants off
2 people

Aftercare

39
Collect waste
3 people
40
Wash dishes
3 people
41
Clear tables and chairs
4 people
42
Clean the room
3 people
43
Check stock
44
Store materials
2 people
45
Return borrowed items
46
Lock up the venue

What to bring

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

Furniture

Tablesqty 8
Chairsqty 36
Side tablesqty 2
Clothing rack

Game materials

Playing cardsqty 8
Score padsqty 10
Ballpoint pensqty 40
Clipboardsqty 8
Table numbersqty 8
Game rulesqty 10
Calculatorsqty 2
Prizesqty 3

Tableware

Drinking glassesqty 40
Coffee cupsqty 36
Platesqty 40
Cutlery setsqty 40
Serving spoonsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2
Serving traysqty 6
Cutting boardsqty 2
Bread knivesqty 2

Equipment

Extension cordsqty 3
Power stripsqty 3

Decorations

Welcome sign
Tableclothsqty 8

Lighting

Atmosphere lightsqty 4

Cleaning

Waste binsqty 4
Mop
Bucketqty 2
Dustpan and brush

Catering

Groceries

Tips

Work out the table layout as soon as registrations close. Use the final participant list to assign table numbers and avoid discovering on the night that you are missing a player for a complete table.
Prepare one playing setup per table: cards, score pads, pens, a clipboard if needed, and the printed game rules. Put everything in place before registration starts so players are not waiting while supplies are distributed.
Set up the registration desk near the entrance and check attendance as people arrive. Keep the final list there, along with the table numbers, so you can direct each participant immediately.
Plan refreshments separately from the card tables. Chill drinks in advance, put coffee and tea supplies together, and use a buffet table for snacks so serving trays and plates do not crowd the playing area.
Pick up the venue key early enough to ventilate the hall and arrange tables, chairs and power connections before guests arrive. Allow at least 60 minutes for setup, especially if coffee machines, kettles or atmosphere lights need extension cords.

Frequently asked questions

How many tables do I need for a Klaverjas evening?: Plan one playing table for every four players, then add space for a registration desk and a separate buffet table. For 24 players, that means 6 playing tables, plus the extra service areas.
When should I close registrations for a Klaverjas evening?: Close registrations at least 3 days before the event. That gives you time to confirm the participant list, check dietary requirements and arrange the table numbers without last-minute changes.
How long does it take to set up a Klaverjas evening?: Allow at least 60 minutes for setup and another 15 minutes for final checks. Tables, chairs, cards, score sheets, the registration desk, drinks and snacks should all be ready before the first participants arrive.
How many decks of cards and score sheets do I need?: Prepare at least one deck of playing cards and one score pad per table, plus one spare deck and extra pens. For 6 tables, pack 7 decks and enough score sheets for every planned round.

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