Klaverjas evening checklist

A klaverjas evening runs smoothly when the player list, table assignments and competition paperwork are ready before anyone arrives. Start by collecting registrations and dietary requirements, then confirm the venue and prepare the schedule, prizes and shopping. On the day, allow time to ventilate the room, arrange tables and chairs, set up registration and prepare coffee, cold drinks and snacks. Keep the card decks, score sheets and pens at every table so play can start without delays.

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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

Send invitations
Process registrations
Collect dietary requirements
Create the participant list
Assign table numbers
Make competition forms
Confirm reservations
Buy prizes
Do the shopping
2 people
Check game materials
2 people
Print competition schedule
Open venue
2 people
Ventilate room
Set up tables
4 people
Set up chairs
3 people
Place table numbers
2 people
Lay out cards and score pads
2 people
Set up registration desk
2 people
Prepare coffee and tea
2 people
Chill drinks
2 people
Set out snacks
2 people
Set up the prize table
Test music and lighting

Event

Staff the reception desk
2 people
Register participants
2 people
Give game instructions
Guide the First Round
2 people
Serve snacks
2 people
Refill drinks
2 people
Collect score sheets
Assist with the second round
2 people
Serve coffee and tea
2 people
Check scores
2 people
Announce the winners
Present prizes
2 people
See participants off
2 people

Aftercare

Collect waste
3 people
Wash dishes
2 people
Clear tables and chairs
4 people
Clean the room
3 people
Pack game materials
2 people
Return supplies
Return borrowed items
Process final settlement

What to bring

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

Furniture

Tablesqty 12
Chairsqty 52
Registration desk
Prize table

Tableware

Coffee cupsqty 60
Glassesqty 60
Mugsqty 20
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 8
Serving spoonsqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 3
Power stripsqty 3
Bluetooth speaker
Kitchen timerqty 2

Game materials

Klaverjas card decksqty 14
Score padsqty 15
Score pensqty 20
Table numbersqty 12
Competition foldersqty 12
Calculatorsqty 3
Prizesqty 6

Decorations

Tableclothsqty 12
Table decorationsqty 12
Welcome sign

Lighting

Atmosphere lightsqty 6

Cleaning

Waste binsqty 4
Cleaning bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2

Catering

Groceries

Tips

Close registrations early enough to create the participant list and assign table numbers. A firm deadline at least 3 days before the evening gives you time to resolve missing names or uneven numbers.
Prepare one competition folder per table, with card decks, score sheets, score pens and the table number already inside. Put these out before registration opens instead of distributing them between rounds.
Set up the room at least 60 minutes before guests arrive. Arrange tables and chairs first, then place the registration table, prize table, welcome sign and table numbers so the playing area stays clear.
Prepare coffee and tea before doors open, and chill drinks in advance. Keep cups, glasses, mugs, plates, cutlery and serving platters beside the refreshment area rather than in separate cupboards.
Test the Bluetooth speaker, lighting, coffee machines and kettles during setup, including extension cords and power strips. Keep a kitchen timer and calculators at the organizers’ desk for round timing and score checks.

Frequently asked questions

How far in advance should I send klaverjas evening invitations?: Send invitations 2 to 3 weeks before the evening and set a registration deadline at least 3 days before it. That leaves time to process replies, collect dietary requirements and create table assignments.
How many tables do I need for a klaverjas evening?: Plan one playing table for every 4 players, then add a spare table if the room allows it. Confirm the final number after registrations close, because table numbers and competition forms depend on the participant count.
When should I prepare the klaverjas score sheets and schedule?: Prepare the competition forms and printed schedule 1 to 2 days before the event. Check every table’s card deck, scoreblock and pens again during the 60-minute setup window.
What should be ready when klaverjas players arrive?: The registration desk, table numbers, competition folders and refreshments should be ready before doors open. Allow at least 30 minutes for participant registration so the first round can start on time.

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