Klaverjas evening checklist

A Klaverjas evening runs smoothly when the playing order, table layout and scorekeeping are settled before guests arrive. This checklist takes you from reserving the room and collecting registrations to setting out cards, score pads and refreshments. Plan the registration desk, table numbers and rule explanation as part of the setup, not as last-minute details. Allow enough time to chill drinks, prepare snacks and check every game set before the first deal.

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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

Reserve the room
Set up the game
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Update participant list
Order prizes
Check game materials
2 people
Inventory refreshments
2 people
Do the shopping
2 people
Collect prizes
Fill coolers
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set out coffee supplies
2 people
Set up tables
4 people
Set up chairs
3 people
Place table numbers
2 people
Set out the game materials
3 people
Set up the buffet
3 people
Set up registration desk
2 people
Check the hall and toilets
2 people

Event

Receive participants
2 people
Handle registrations
2 people
Explain the game rules
Announce table plan
Supervise the first round
2 people
Serve snacks
3 people
Refill drinks
2 people
Supervise the second round
2 people
Serve dinner
4 people
Collect scores
2 people
Support the third round
2 people
Serve coffee and tea
3 people
Calculate final standings
2 people
Supervise the final round
2 people
Present prizes
2 people
See participants off
2 people

Aftercare

Collect game materials
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Collect waste
2 people
Clean the room
3 people
Clean the restrooms
2 people
Store leftover stock
2 people
Return borrowed items
2 people
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

Confirm the final participant list before arranging tables. Klaverjas works best when you know the number of players in advance, so you can identify incomplete groups and prepare the table numbers accordingly.
Check every card game, score pad, pen, calculator and table clock at least one day before the event. Missing pens or a dead clock can delay every table, even when the rest of the room is ready.
Set up the registration desk before placing the buffet. Keep the participant list, welcome sign and any registration information together so arrivals can be processed without interrupting the players’ rule explanation.
Chill drinks and fill the coolers before guests arrive, then prepare coffee supplies with cups, teaspoons, thermos flasks and kettles in one area. Doing this 30–45 minutes before opening prevents queues during the first round.
Set aside time to explain the rules and scoring before play starts. A short briefing of about 10 minutes is enough when table numbers, game materials and scorekeeping instructions are already visible.

Frequently asked questions

How many tables do I need for a Klaverjas evening?: Plan one playing table for each group of four players, then add enough chairs for that layout. Confirm the final registrations at least 24 hours beforehand so you can adjust the room before setup.
When should I send invitations for a Klaverjas evening?: Send invitations 3–4 weeks before the evening and set a registration deadline about 7 days before it. Use the final list to check dietary requirements, table numbers and the amount of refreshments needed.
How early should I set up a Klaverjas evening?: Start the room setup 90 minutes before participants arrive. Use the first 45 minutes for tables, chairs and signs, then check cards, scorekeeping materials, registration and refreshments during the remaining time.
What refreshments do I need for a Klaverjas evening?: Provide chilled drinks, snacks and a separate coffee station with cups, glasses, plates, cutlery and teaspoons. Finish shopping and collect prizes at least one day ahead; prepare the buffet and coolers 30–45 minutes before arrival.

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