Klaverjas Evening Checklist: Plan the Night in the Right Order

A klaverjas evening runs smoothly when the table plan, registrations and match schedule are settled before guests arrive. Start by confirming the date and venue, then arrange one playing table and enough chairs for each active game. Keep a separate registration desk for attendance and name badges, and prepare cards, score sheets, pens and calculators at every table. Drinks, coffee, tea and snacks should be ready before the first round, not during it. Use this checklist to organise the evening step by step.

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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

Confirm date and location
Reserve game tables and chairs
Send invitations
Process registrations
Collect dietary requirements
Confirm registrations
Prepare the match schedule
Arrange prizes for winners
Check the shopping list
Do the shopping
2 people
Chill drinks
Check the venue
2 people
Set up tables and chairs
3 people
Arrange tables by game round
2 people
Lay out tablecloths
2 people
Lay out cards and score sheets
2 people
Set up bar and buffet
2 people
Prepare coffee and tea
Set out snacks
2 people
Set up the registration table

Event

Receive participants
2 people
Check attendance
Give game instructions
Supervise the first round
Serve drinks
2 people
Refill drinks
Refill snacks
Collect scores
Supervise the second round
Supervise the final round
Calculate final standings
2 people
Announce the winners
Present prizes

Aftercare

Take down tables and chairs
3 people
Wash dishes and glasses
2 people
Collect waste
2 people
Clean the venue
3 people
Clear away leftover stock
Return borrowed materials
2 people

What to bring

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

Furniture

Game tablesqty 8
Chairsqty 32
Buffet tablesqty 2
Registration desk

Tableware

Coffee cupsqty 40
Glassesqty 40
Platesqty 40
Cutlery setsqty 40
Serving bowlsqty 8
Serving plattersqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Extension cordsqty 2
Power stripsqty 3

Game materials

Klaverjas card decksqty 10
Score padsqty 10
Round cardsqty 10
Pensqty 20
Calculatorsqty 2

Decorations

Tableclothsqty 8
Name badgesqty 40
Balloonsqty 30
Buntingqty 4

Lighting

Table lampsqty 8

Catering

Coffee thermosesqty 3
Teapotsqty 2
Sugar bowlsqty 2
Milk jugsqty 2
Groceries

Cleaning

Waste binsqty 4
Broom and dustpan
Mop set

Tips

Confirm registrations before preparing the match schedule. Collect dietary requirements at the same time, then use the final participant count to assign tables and rounds.
Set up the playing area before opening the registration desk. Arrange tables by game round, place tablecloths, cards and score sheets, and leave clear paths between tables.
Prepare one complete game-material set per table: a klaverjas card deck, score pads, round cards and several pens. Keep spare decks and pens at the registration desk rather than searching for them mid-round.
Chill drinks and set out glasses, plates, serving bowls and platters before participants arrive. Put coffee machines or kettles, thermoses, milk, sugar and tea together so the first break does not interrupt the games.
Check power and lighting before the first round. Test extension cords, power strips and table lamps, and place waste bins near the buffet and registration area so used cups and plates do not collect on playing tables.

Frequently asked questions

How many tables do I need for a klaverjas evening?: Plan one playing table for every four active players in a round. Add one spare table if the venue allows it, especially when registrations may change or you need a separate buffet or registration area.
When should I send invitations for a klaverjas evening?: Send invitations at least 3 to 4 weeks before the event so players have time to respond. Set a registration deadline about 7 days before the evening, then confirm the final list before making the match schedule.
What should I prepare at each klaverjas table?: Place one card deck, score pads, round cards and at least 3 pens at every table. Add a calculator where scores will be checked manually, and keep spare materials at the registration desk.
How early should I arrive to set up a klaverjas evening?: Allow at least 90 minutes for setup before participants arrive. Use the first 45 minutes for tables, chairs and game materials, then finish the buffet, drinks, registration desk, coffee and venue check.

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