How to organize a klaverjas evening

A klaverjas evening runs smoothly when the seating, scorekeeping, refreshments, and registration are arranged before the first players arrive. Start by booking the room and setting a registration deadline, then confirm the participant list and table layout. On the day, prepare the cards, score pads, pens, calculators, and table clocks before opening registration. This guide focuses on the details that are easy to leave until the last minute, including dietary requirements, chilled drinks, prizes, and explaining the rules.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Reserve the room
2
Set up the game
2 people
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Update participant list
7
Order prizes
8
Check game materials
2 people
9
Inventory refreshments
2 people
10
Do the shopping
2 people
11
Collect prizes
12
Fill coolers
2 people
13
Chill drinks
2 people
14
Prepare snacks
3 people
15
Set out coffee supplies
2 people
16
Set up tables
4 people
17
Set up chairs
3 people
18
Place table numbers
2 people
19
Set out the game materials
3 people
20
Set up the buffet
3 people
21
Set up registration desk
2 people
22
Check the hall and toilets
2 people

Event

23
Receive participants
2 people
24
Handle registrations
2 people
25
Explain the game rules
26
Announce table plan
27
Supervise the first round
2 people
28
Serve snacks
3 people
29
Refill drinks
2 people
30
Supervise the second round
2 people
31
Serve dinner
4 people
32
Collect scores
2 people
33
Support the third round
2 people
34
Serve coffee and tea
3 people
35
Calculate final standings
2 people
36
Supervise the final round
2 people
37
Present prizes
2 people
38
See participants off
2 people

Aftercare

39
Collect game materials
3 people
40
Wash dishes
3 people
41
Clear tables and chairs
4 people
42
Collect waste
2 people
43
Clean the room
3 people
44
Clean the restrooms
2 people
45
Store leftover stock
2 people
46
Return borrowed items
2 people
47
Prepare the venue for handover
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 40
Registration desk
Buffet tablesqty 2
Coat racksqty 2
Waste binsqty 4

Tableware

Coffee cupsqty 50
Glassesqty 50
Platesqty 50
Cutlery setsqty 50
Teaspoonsqty 50
Small bowlsqty 12
Serving traysqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2
Bottle openersqty 3

Game materials

Card gamesqty 12
Score padsqty 12
Ballpoint pensqty 30
Calculatorsqty 4
Table clocksqty 8
Prizesqty 4

Decorations

Tableclothsqty 8
Table numbersqty 8
Welcome sign
Round signsqty 4

Equipment

Extension cordsqty 3
Power stripsqty 3

Cleaning

Washing-up tubsqty 2
Dish brushesqty 3
Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2

Catering

Groceries

Tips

Set the registration deadline at least 7 days before the evening. Use the final participant list to arrange tables, prepare table numbers, and identify any dietary requirements before you shop.
Plan the room setup so registration, coat storage, play, and refreshments do not compete for the same space. Put the registration desk near the entrance and leave clear access to the buffet and toilets.
Check every game table with one complete set of cards, score pads, pens, a calculator, and a table clock at least 2 hours before participants arrive. Keep one spare card game and extra pens at the registration desk.
Chill drinks and fill the coolers before registration opens, rather than during the first round. Set out coffee supplies, cups, teaspoons, and thermos flasks so players can serve themselves without interrupting the games.
Collect and label the prizes before the evening starts, then decide when they will be presented. Allow 10 minutes to explain the rules and scoring method, especially if players use different house rules.

Frequently asked questions

How far in advance should I plan a klaverjas evening?: Book the room and choose the date at least 4 weeks ahead. Send invitations around 3 weeks before the evening and close registrations about 7 days before it starts, giving you time to confirm tables, refreshments, and prizes.
How many tables do I need for a klaverjas evening?: Allow one table for every four players, then add one spare table if the room permits. Confirm the final number after the registration deadline, because one extra or missing player can affect the seating and table numbers.
What should I prepare before guests arrive at a klaverjas evening?: Finish the tables, chairs, table numbers, card games, score pads, pens, calculators, and table clocks at least 2 hours before registration. Drinks should already be chilled, snacks prepared, and the registration desk ready 30 minutes before the first players arrive.
How long should a klaverjas evening take to organize on the day?: Allow at least 2 hours for room setup, materials, refreshments, and a final hall and toilet check. Keep 30 minutes before the start for receiving participants and handling registrations, followed by about 10 minutes for the rules explanation.

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.