How to organise a Klaverjas evening

A successful Klaverjas evening depends on two things: knowing who is coming and having every table ready before the first deal. Start by confirming the hall, sending invitations and tracking registrations, including dietary requirements. Then prepare the table layout, rules and score sheets before shopping and setting up refreshments. On the day, allow time to arrange tables, chairs, cards and scorekeeping materials, explain the format clearly and supervise the first round.

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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
Confirm venue and hall
2
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Confirm registrations
6
Create the table layout
7
Print Klaverjas Rules and Score Sheets
8
Check the shopping list
9
Do the shopping
2 people
10
Check game materials
2 people
11
Chill refrigerated items
12
Open hall
2 people
13
Set up tables
3 people
14
Set up chairs
2 people
15
Set out tablecloths and table cards
2 people
16
Set up the klaverjas tables
2 people
17
Prepare coffee and tea
2 people
18
Chill drinks
19
Prepare snacks and sandwiches
3 people
20
Set up the reception desk

Event

21
Receive participants
2 people
22
Register attendance
23
Explain the game rules and tables
24
Supervise the first round
25
Collect and check scores
2 people
26
Serve coffee and tea
2 people
27
Supervise the second round
28
Serve snacks and sandwiches
2 people
29
Refill drinks
30
Support the third round
31
Process interim scores
2 people
32
Supervise fourth round
33
Collect final scores
2 people
34
Calculate the final score
2 people
35
Announce the winner
36
See participants off
2 people

Aftercare

37
Collect game materials
2 people
38
Wash dishes
2 people
39
Clear tables and chairs
3 people
40
Collect and remove waste
2 people
41
Clean the hall and kitchen
3 people
42
Check and store stock
43
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 28
Side tablesqty 2
Coat racksqty 2

Game materials

Klaverjas cardsqty 8
Card holdersqty 24
Scoreboardsqty 6
Score sheetsqty 100
Ballpoint pensqty 30

Tableware

Coffee cupsqty 30
Glassesqty 36
Platesqty 36
Teaspoonsqty 30
Forksqty 30
Knivesqty 30
Serving plattersqty 6
Serving spoonsqty 6

Decorations

Tableclothsqty 6
Table cardsqty 6
Welcome sign

Equipment

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2
Extension cordsqty 2

Kitchen

Cutting boardsqty 2
Bread knivesqty 2
Kitchen tongsqty 2
Measuring cupsqty 2

Cleaning

Waste binsqty 3
Broom
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2

Catering

Groceries

Tips

Close registrations before you create the table layout. Confirm the final attendance list in advance so you know how many tables, table cards, score sheets and pens are needed.
Print the Klaverjas rules and score sheets before the event, not while guests are arriving. Put the correct cards, card holders and scoreboards at every table during setup.
Open the hall early enough to arrange tables and chairs, add tablecloths and table cards, and test coffee machines, kettles and extension cords before participants arrive.
Prepare cold drinks, coffee and tea before registration starts, and chill refrigerated items in good time. Sandwiches and snacks are easier to serve when platters, tongs and serving spoons are already in place.
Make the first round your control point. Explain the rules and table assignments, watch the opening hands, then collect and check the scores before moving on to the next round.

Frequently asked questions

How early should I start setting up for a Klaverjas evening?: Allow at least 90 minutes before participants arrive. This gives you time to open the hall, arrange tables and chairs, prepare the reception desk, set out game materials and start the coffee and drinks.
How many Klaverjas tables do I need?: Plan one table for every four players, then check the final registration list before setting the room. Keep the layout flexible until registrations are confirmed, because late changes can affect table cards and score sheets.
When should I send invitations for a Klaverjas evening?: Send invitations at least two to three weeks beforehand, with a clear registration deadline. Confirm registrations several days before the event so dietary requirements, table assignments and shopping quantities are settled.
What should be ready at each Klaverjas table?: Each table should have Klaverjas cards, card holders if used, a scoreboard, score sheets and ballpoint pens before the first round. Set these out during room setup, leaving only the final rules explanation for the welcome.

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