How to organise an Easter bingo

Start by fixing the date and location, then decide how many bingo rounds you will run and what each round will win. Send invitations only after you know the table capacity, registration process and dietary information you need. In the final week, check the bingo forms and equipment, label the prizes and organise the room layout. On the day, prepare the drinks and buffet before welcoming guests, then explain the rules clearly before the first number is called.

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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 location and date
2
Set bingo rounds and rules
2 people
3
Determine the prizes for each round
2 people
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Reserve tables and chairs
8
Order bingo and decoration supplies
9
Buy prizes
2 people
10
Do the shopping
2 people
11
Check bingo forms
2 people
12
Wrap and label prizes
2 people
13
Chill drinks
2 people
14
Prepare snacks
3 people
15
Sort Easter decorations
2 people
16
Set up tables and chairs
4 people
17
Prepare bingo materials
2 people
18
Hang decorations
2 people
19
Set up the buffet and drinks station
3 people
20
Test sound and presentation equipment
2 people
21
Set up the information table

Event

22
Staff the reception desk
2 people
23
Register visitors
2 people
24
Explain the bingo rules
25
Lead the first round of bingo
2 people
26
Present prizes
2 people
27
Serve snacks and drinks
3 people
28
Guide the second bingo round
2 people
29
Restock drinks and snacks
2 people
30
Lead the break and open mingle
2 people
31
Assist with the third bingo round
2 people
32
Guide the final and main prize
2 people
33
Serve the final snack round
3 people
34
Refill drinks
2 people
35
Handle farewells and lost property
2 people

Aftercare

36
Gather bingo materials
2 people
37
Collect and sort waste
3 people
38
Wash dishes and glasses
3 people
39
Clear tables and chairs
4 people
40
Clean the venue
3 people
41
Remove decorations
2 people
42
Return materials
2 people
43
Store remaining supplies
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 55
Buffet tablesqty 2
Tableclothsqty 8

Game materials

Bingo formsqty 150
Bingo cage
Bingo number ballsqty 90
Bingo markersqty 60
Reservation formsqty 20
Pen setsqty 6
Prizesqty 20
Prize table

Equipment

Portable speaker
Microphone
Extension cordsqty 2
Power stripsqty 2
Rechargeable batteriesqty 8

Tableware

Reusable cupsqty 70
Platesqty 70
Forksqty 70
Knivesqty 70
Spoonsqty 70
Serving spoonsqty 6
Serving plattersqty 8
Serving tongsqty 4

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Ice cube traysqty 4

Decorations

Easter table decorationsqty 8
Easter garlandsqty 6
Plastic Easter eggsqty 40
Easter flower arrangementsqty 6
Decorative basketsqty 4

Lighting

LED light stringsqty 4
Table lampsqty 4

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the rounds and rules before buying prizes. Label one prize for each round and keep the prizes together on a separate prize table so there is no confusion during the game.
Close registrations at least 3–5 days before the event. Use the final list to arrange tables and chairs, prepare reservation forms and confirm dietary requirements.
Check every bingo form before guests arrive and count the bingo markers, number balls and pens. Prepare enough materials for every player plus at least 10% spare.
Test the microphone, portable speaker and presentation equipment 60–90 minutes before starting. Put extension cords and power strips where guests will not trip over them, and check rechargeable batteries.
Chill drinks and fill the drinks station before reception opens. Keep reusable cups, plates and serving utensils together, while snacks are prepared and labelled before the first round begins.

Frequently asked questions

How far in advance should I organise an Easter bingo?: Fix the date and location at least 4–6 weeks ahead, especially if you need tables, chairs or sound equipment. Send invitations once the rounds, rules and registration method are ready.
How many bingo rounds should an Easter bingo have?: Plan 3–5 rounds for a session of about 2–3 hours, including registration, explanations and refreshments. Decide the prize for each round before you publish the invitations.
When should I buy and wrap the Easter bingo prizes?: Buy the prizes at least 1–2 weeks before the event, then wrap and label them no later than 2 days beforehand. This leaves time to replace missing or unsuitable prizes.
How early should I set up an Easter bingo venue?: Allow 2–3 hours for tables, chairs, decorations, the buffet, drinks station and bingo materials. Test the sound equipment 60–90 minutes before guests arrive and keep the reception desk ready before opening.

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