How to organise a klaverjas evening

A smooth klaverjas evening depends on more than having enough card decks. Start by confirming the venue, tables and chairs, then collect registrations and prepare the match schedule before participants arrive. On the day, set up each table with cards, score pads, pens and round information, while keeping registration and refreshments separate from the playing area. The first round is where most problems appear, so check attendance, explain the format clearly and supervise the opening games.

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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 date and location
2
Reserve game tables and chairs
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Confirm registrations
7
Prepare the match schedule
8
Arrange prizes for winners
9
Check the shopping list
10
Do the shopping
2 people
11
Chill drinks
12
Check the venue
2 people
13
Set up tables and chairs
3 people
14
Arrange tables by game round
2 people
15
Lay out tablecloths
2 people
16
Lay out cards and score sheets
2 people
17
Set up bar and buffet
2 people
18
Prepare coffee and tea
19
Set out snacks
2 people
20
Set up the registration table

Event

21
Receive participants
2 people
22
Check attendance
23
Give game instructions
24
Supervise the first round
25
Serve drinks
2 people
26
Refill drinks
27
Refill snacks
28
Collect scores
29
Supervise the second round
30
Supervise the final round
31
Calculate final standings
2 people
32
Announce the winners
33
Present prizes

Aftercare

34
Take down tables and chairs
3 people
35
Wash dishes and glasses
2 people
36
Collect waste
2 people
37
Clean the venue
3 people
38
Clear away leftover stock
39
Return borrowed materials
2 people

What to bring

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

Furniture

Game tablesqty 8
Chairsqty 32
Buffet tablesqty 2
Registration desk

Tableware

Coffee cupsqty 40
Glassesqty 40
Platesqty 40
Cutlery setsqty 40
Serving bowlsqty 8
Serving plattersqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Extension cordsqty 2
Power stripsqty 3

Game materials

Klaverjas card decksqty 10
Score padsqty 10
Round cardsqty 10
Pensqty 20
Calculatorsqty 2

Decorations

Tableclothsqty 8
Name badgesqty 40
Balloonsqty 30
Buntingqty 4

Lighting

Table lampsqty 8

Catering

Coffee thermosesqty 3
Teapotsqty 2
Sugar bowlsqty 2
Milk jugsqty 2
Groceries

Cleaning

Waste binsqty 4
Broom and dustpan
Mop set

Tips

Set a registration deadline at least 7 days before the evening. Use the final list to confirm attendance, record dietary requirements and build the match schedule rather than pairing people at the door.
Plan one playing table for every four players, then add a registration desk and separate buffet table. Leave enough space for players to move between rounds without disturbing active games.
Lay out each table with a klaverjas card deck, score pad, pens and round cards before participants arrive. Prepare at least one spare deck and extra writing materials for missing or damaged items.
Finish the room setup at least 60 minutes before the advertised start. Check table order, chairs, lighting, extension cords and power strips before setting up coffee, tea, chilled drinks and snacks.
Keep the first round under close supervision for its first 10 to 15 minutes. Confirm that every table has the correct players and round information, and explain how scores should be recorded before play continues.

Frequently asked questions

How many tables do I need for a klaverjas evening?: Allow one game table for every four players. For 24 participants, prepare 6 playing tables, plus a separate registration desk and a buffet table. Add one spare table if the venue allows it.
When should I send invitations for a klaverjas evening?: Send invitations 3 to 4 weeks in advance and set the registration deadline at least 7 days before the event. That gives you time to confirm the final player count and prepare the match schedule.
How early should I set up the klaverjas tables?: Start the room setup at least 60 minutes before guests arrive. Have the tables, chairs, tablecloths, cards, score pads, pens and round cards ready before you prepare drinks and snacks.
How do I organise the first round of a klaverjas evening?: Check attendance at the registration desk, direct players to their assigned tables and give the game instructions before starting. Supervise the first 10 to 15 minutes to correct seating, scoring or rule questions immediately.

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