How to organize a games afternoon

A successful games afternoon depends on more than putting board games on a table. Start by confirming the date, venue and guest numbers, then match the game selection and table layout to the group. Collect dietary requirements early, reserve missing games and prepare simple snacks and drinks in advance. On the day, leave at least 60 minutes for room setup, game stations and refreshments so guests can start playing without waiting.

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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
Send invitations
2 people
3
Process registrations
4
Collect dietary requirements
5
Create game inventory
2 people
6
Reserve missing games
7
Determine the table layout
2 people
8
Print game rules
9
Prepare the prize table
10
Check the shopping list
2 people
11
Do the shopping
2 people
12
Pick up the games
2 people
13
Prepare snacks and appetizers
3 people
14
Chill drinks
2 people
15
Ventilate room
16
Set up tables
3 people
17
Set up chairs
3 people
18
Set out games
3 people
19
Hang decorations
2 people
20
Set up the reception table
2 people
21
Set out coffee and tea
2 people

Event

22
Welcome visitors
3 people
23
Explain the game rounds
2 people
24
Serve snacks
2 people
25
Refill drinks
2 people
26
Refill coffee and tea
27
Swap games
2 people
28
Check diet-free snacks
29
Announce the final game round
30
Wave goodbye to visitors
2 people

Aftercare

31
Collect the games
3 people
32
Wash dishes
2 people
33
Clear tables and chairs
4 people
34
Collect waste
2 people
35
Clean the room
3 people
36
Remove decorations
2 people
37
Return games
2 people
38
Store materials
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 48
Tableclothsqty 8

Game materials

Board gamesqty 20
Card gamesqty 8
Diceqty 30
Game board accessoriesqty 6
Puzzlesqty 4
Score padsqty 12
Pensqty 30
Hourglassesqty 6
Prizesqty 12

Tableware

Glassesqty 60
Cupsqty 30
Platesqty 60
Cutlery setsqty 60

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving plattersqty 10
Serving tongsqty 6
Cutting boardsqty 3
Knivesqty 6

Equipment

Extension cordsqty 4
Power stripsqty 4

Decorations

Buntingqty 4
Table décorqty 8
Name badgesqty 50

Cleaning

Broomqty 2
Mopqty 2
Bucketsqty 2
Hand brush and dustpanqty 2
Cleaning glovesqty 4
Waste binsqty 4

Catering

Groceries

Tips

Confirm registrations and dietary requirements at least 7 days before the afternoon. Use the final guest count to plan seating, snacks, drinks and the number of game tables.
Create the game inventory before reserving anything. Check that every selected game has its rules, accessories, dice, score pads and pens; collect or reserve missing games no later than 3 days beforehand.
Plan the table layout around the game rounds, not just the available furniture. Leave clear space for chairs and movement, and prepare one visible reception table for registration and name badges.
Prepare snacks, serving platters and cold drinks before guests arrive. Chill drinks for at least 4 hours where possible, and keep coffee and tea equipment ready so refreshments do not interrupt the first round.
Schedule at least 60 minutes for setup and 20 minutes for the welcome. Set out games and printed rules before explaining the rounds, then check drinks and snacks again after the first hour.

Frequently asked questions

How far in advance should I plan a games afternoon?: Start 2 to 3 weeks ahead so you have time to confirm the venue, invite guests and reserve games that are missing. Finalize registrations and dietary requirements at least 7 days before the event.
How many games do I need for a games afternoon?: Plan about 1 game station for every 4 to 6 guests, plus 1 or 2 spare options for different group sizes. Check each game’s playing time and prepare enough tables before the afternoon starts.
How much food and drink do I need for a games afternoon?: For a 3-hour afternoon, allow roughly 2 to 3 drinks per person in the first hour and 1 to 2 per person for each later hour. Provide small snacks that can be eaten between rounds, with extra portions for dietary requirements.
When should I set up the games and tables?: Begin physical setup at least 60 minutes before guests arrive. Put out games, accessories and printed rules 30 minutes before the start, then keep 10 to 15 minutes for a final check of seating, drinks and the reception table.

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