The short answer
What is the best way to plan a gaming party?
Start with the number and ages of the guests, then choose a package that fits the group. Confirm that the venue has enough usable space, safe power and practical access. After that, organise the event timing, game choices and how guests will rotate between stations.
You can compare all five setups on the Gaming Party Packages page.
01
Confirm the guests before choosing equipment
The guest list affects almost every other decision. Record the expected number of players, their ages, gaming experience and whether adults and children will play together.
Questions to answer
- How many guests are likely to participate?
- What is the age range?
- Are they confident gamers, beginners or a mixture?
- Will everyone play simultaneously or rotate?
- Does anyone have an accessibility requirement that should be discussed?
For a children’s celebration, see the dedicated Kids’ Birthday Gaming Party page. For mixed-age celebrations, the Private Gaming Parties page provides broader examples.
02
Choose a package that matches the group and experience
Do not choose only by price. Compare the number and type of gaming stations, group capacity, gameplay duration and whether experiences such as VR, retro gaming or racing are important to your guests.
Bronze, Silver, Gold and Ultimate currently include 1.5 hours of gameplay. The Tent Party includes 2.5 hours, and the largest setups are designed for groups of up to 22 people.
Review the current equipment and prices on the Book Online page. Package prices exclude VAT, and a £50 congestion charge may apply depending on the event location.
03
Check the venue, access and power
A room can appear large until screens, seating, racing equipment and player circulation are considered. Measure the genuinely usable area rather than the total room size.
If the party will be outside, consider the complete Tent Gaming Party rather than relying on an uncovered garden setup.
04
Build a realistic event schedule
Separate the guest-arrival time from the booked gameplay period. Allow guests to settle, understand the setup and move into groups without using the first part of the gaming session for basic organisation.
A simple running order
- Arrival: welcome guests and gather personal belongings away from the equipment.
- Introduction: explain the gaming stations and how participation will work.
- Main play: use open play, rotations or structured challenges.
- Final activity: finish with a race, team match or group favourite.
- Food and cake: place messy food and drinks away from gaming equipment.
For weddings, schools, companies and festivals, the schedule should also reflect venue access and the wider event programme. Explore the relevant service through the Party Types hub.
05
Select games for the people attending
A successful selection usually combines familiar games, quick multiplayer experiences and a few standout activities. Avoid building the entire party around one game unless every guest is genuinely interested in it.
- Match game suitability to the age range.
- Include options that beginners can understand quickly.
- Balance competitive and cooperative play.
- Use racing, VR or retro gaming to create variety where included.
- Consider shorter rounds when many guests need turns.
Continue with the Games and Consoles Guide for a closer look at equipment and game choice.
06
Decide how guests will participate
Smaller groups may move naturally between stations. Larger groups benefit from clearer rotations, team activities or short competitions so nobody waits too long without knowing what happens next.
Create small teams, keep rounds short and use visible transitions between stations. The Group Gaming Guide explores these formats in more detail.
Age suitability, behaviour expectations and a comfortable setup should remain part of the plan. Review our Gaming Safety Guide before the event.
07
Complete the final checks
- Booking date and venue address confirmed
- Package and payment status checked
- Final guest numbers and ages reviewed
- Access, parking and unloading information shared
- Usable space cleared before setup
- Safe power and weather protection confirmed
- Event contact available on the day
- Food, drinks and non-gaming activities planned separately
Still unsure about a practical detail? Browse the complete Gaming Party FAQ or contact Gareth with the venue information.