How to organize a games afternoon

A games afternoon runs smoothly when you settle the practical details before anyone arrives. Confirm the date and venue first, then manage registrations, dietary requirements, and the game collection in parallel. In the final week, check quantities, gather materials, and prepare the room layout. On the day, finish the tables, food, drinks, registration point, and game instructions before opening the doors.

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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
3
Process registrations
4
Collect dietary requirements
5
Inventory the games
2 people
6
Reserve games
7
Calculate catering quantities
8
Check the shopping list
9
Do the shopping
2 people
10
Collect game materials
2 people
11
Print the registration list
12
Set aside special diet meals
2 people
13
Check the venue
2 people
14
Set up tables
3 people
15
Set up chairs
2 people
16
Set up game tables
2 people
17
Set out games
3 people
18
Prepare game rules
2 people
19
Hang up decorations
2 people
20
Set up buffet tables
2 people
21
Chill drinks
2 people
22
Set up the coffee station
23
Set Up Registration

Event

24
Receive participants
2 people
25
Open game afternoon
26
Explain the game rules
2 people
27
Guide the first game round
4 people
28
Refill drinks
2 people
29
Serve snacks
2 people
30
Guide the second round of the game
4 people
31
Set up the buffet
3 people
32
Serve the buffet
3 people
33
Collect tableware
2 people
34
Guide the third game round
4 people
35
Serve coffee and tea
2 people
36
Guide the final game
3 people
37
Announce the winners
38
See participants off
2 people

Aftercare

39
Collect the games
3 people
40
Collect waste
2 people
41
Wash dishes
2 people
42
Clear tables and chairs
3 people
43
Clean the venue
3 people
44
Return borrowed games
2 people
45
Store leftover items
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 50
Buffet tablesqty 2

Game materials

Board gamesqty 20
Card gamesqty 8
Diceqty 20
Game cardsqty 6
Conesqty 60
Score padsqty 10
Pencilsqty 40
Prize giftsqty 6

Tableware

Glassesqty 60
Coffee cupsqty 40
Platesqty 60
Cutlery setsqty 60

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Serving traysqty 4
Scissorsqty 3
Cutting boardsqty 3
Serving tongsqty 4
Measuring cupsqty 2

Equipment

Bluetooth speaker
Extension cordsqty 3
Power stripsqty 3

Decorations

Tableclothsqty 6
Balloonsqty 40
Welcome sign
Name badgesqty 50

Lighting

String lightsqty 3

Cleaning

Waste binsqty 4
Hand brush and dustpanqty 2
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 4

Catering

Groceries

Tips

Start with the venue and date, then send invitations with a clear registration deadline. Keep the registration list updated so you know how many players, meals, chairs, and game tables to prepare.
Choose games only after checking what you already have and what needs to be reserved. Group them by player count and difficulty, and prepare the rules where players can find them without interrupting the host.
Calculate food and drinks from the final registration numbers, including dietary requirements. Set special-diet meals aside before the buffet opens, and chill drinks early enough for them to be cold at arrival.
Plan the room around movement: registration near the entrance, game tables with enough space for chairs, and buffet and coffee tables away from active games. Check extension cords and power strips before connecting coffee machines, kettles, or a speaker.
Finish setup at least 30 minutes before the advertised start. Put out score pads, pencils, dice, cards, and other game materials in advance, then keep the printed registration list and welcome sign at the entrance.

Frequently asked questions

How far in advance should I plan a games afternoon?: Confirm the date and venue at least 4 to 6 weeks ahead. Send invitations soon after, with registration closing 7 to 10 days before the event so you can calculate catering and room capacity.
How many games do I need for a games afternoon?: Prepare at least one suitable game option for every planned table, plus 2 or 3 backup games. Check the player counts before the event so a group of 2 is not left with a game designed for 6 people.
When should I buy food and drinks for a games afternoon?: Do the main shopping 1 to 2 days before the event, then chill drinks and check the buffet supplies on the day. Set aside special-diet meals before participants arrive.
How early should I arrive to set up a games afternoon?: Allow 2 to 3 hours for tables, chairs, game materials, decorations, buffet, coffee, and registration. Aim to have everything ready at least 30 minutes before the advertised start time.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.