Project-Based Learning: Organising a Board Game Night - Astangu VRC


This guide explains a clear, step-by-step way for young people to plan and run a board game night (in Estonian Lauamänguõhtu). This activity is a fun way to learn important skills needed for adult life after school. By working together on this real event, students gain success from achieving a shared goal.


The project helps young people learn many practical and life skills:

  1. Time Management (sticking to deadlines).
  2. Money Skills (making a budget and shopping plan).
  3. Cooking Skills (preparing food and serving it).
  4. Event Skills (getting ready, running the event, and cleaning up).
  5. People Skills (teamwork, talking to others, deciding things, and taking responsibility).
  6. Feedback Skills (giving and taking advice).

The event is planned using a simple 5-step model:

  1. Idea and Goal.
  2. Planning and Getting Ready.
  3. Advertising and Inviting People.
  4. Running the Event.
  5. Looking Back and Giving Feedback.

If the group meets once a week, they need about one month to prepare. During the four planning meetings, the group decides on the menu and budget , practices games , and assigns jobs to different teams (like the Food Team or the Game Team). For example, they might budget about €50 for snacks for 20 people.


At the end of the event, the group cleans up together and has a discussion. They talk about what went well and what was difficult. This helps them think about their experience and encourages them to try harder next time. Teachers also give feedback on what they can focus on in the future. This project makes learning easy and fun, preparing young people for life outside of school.


Longer description:

How to organize a board game night with students


(1) Introduction

A board game night is a great opportunity for students to develop practical skills, learn teamwork, and have fun at the same time. This type of event combines play and learning, giving young people an experience where working toward a common goal brings a sense of achievement.


(2) Objectives and learning outcomes

Organizing the event gives learners experience that develops the following skills:

  • Time management and meeting deadlines
  • Menu planning and budgeting (keeping track of finances)
  • Food preparation and serving
  • Preparing, running, and cleaning up after an event
  • Teamwork and communication skills
  • Decision-making and taking responsibility
  • Flexibility in problem solving
  • Creativity and cooperation skills
  • Self-confidence and the ability to give and receive feedback

(3) Event organization model

A simple model is used as a basis, with the following steps:

  • Idea and goal
  • Planning and preparation
  • Advertising and participant engagement
  • Event implementation
  • Summary and feedback

(4) Planning meetings

If the group meets once a week, the event requires at least one month of preparation.

1st meeting – Read through the guide, discuss ideas, choose a place and time, and set the first tasks.

Meeting 2 – Create a menu and shopping list, plan advertising. Assign responsibilities and deadlines.

3rd meeting – Practice the rules of the games and compile simplified instructions. Finalize and distribute the advertising.

4th meeting – A final check is made and roles are confirmed. If possible, a short rehearsal is held.


(5) Distribution of roles

The distribution of roles depends on the size of the group.

Small group (5–8 people): everyone has their own specific task.

Large group (10+ people): divided into teams (advertising team, snack team, game team, organization team).

It is important that each task has one main person in charge, who may have assistants.


(6) Budget

Budgeting teaches learners how to handle money and make choices. Although existing resources (games, bowls, poster paper) can often be used, snacks and drinks require a small budget/shopping list. Learners practice researching prices, planning purchases, and calculating the total amount.


(7) Space and time

The space must be suitable for the number of participants and take into account any special needs (wheelchair access, spaciousness, quiet corner). There must be enough tables, chairs, and lighting in the room. The event should last 2–3 hours.


(8) Advertising and inviting participants

Advertising can be done through posters, school newsletters, or word of mouth. It is important that the information reaches all interested parties. It must be decided whether registration is required for the event or whether all interested parties can simply show up.


(9) Organizing games

The selection of games should include both simple and longer games, such as UNO, Turakas, Yatzy, and Monopoly. For the first time, it is good to choose a mix of quick games and one longer game.

The role of the game leader:

  • sets up the table before the event
  • explains the rules and assists during the game
  • makes sure everything runs smoothly
  • joins another table if necessary if there are not enough players at their table

Each game must have simplified instructions. For example, in the case of Yatzy, the instructions include: the objective, how to play, scoring, and tips.


(10) Event day

Before the start, two teams are working:

  • Food team in the kitchen: goes to the store, prepares snacks and drinks.
  • Organizers and game leaders in the room: prepare tables and games.

The role of the instructor is to empower learners, prevent problems, and support them in finding solutions.


(11) Summary and feedback

At the end of the event, the room is cleaned up and everything is put back in its place. This is followed by a discussion on the following topics:

  • What went well? What was difficult? What could be done better next time?

The discussion helps learners analyze the experience and encourages them to try even harder next time. Instructors can provide feedback and suggestions for things to focus on in the future. Appendix


Appendix 1: Event organization model for young people

  1. Idea and goal
  • What event is taking place?
  • Why are we doing it?
  • Who is participating?
  • Where and when is it happening?
  1. Planning and preparation
  • Place and time
  • Necessary equipment
  • Teamwork
  • Budget and resources
  1. Advertising and inviting participants
  • How do we invite people?
  • Is registration necessary?
  1. Running the event
  • Who will welcome the guests?
  • How do the games work?
  • Who will make sure that everything runs smoothly?
  • How do we distribute snacks and maintain order?
  1. Summary and feedback
  • How do we clean up and put things back?
  • What went well and what could be improved?
  • Did we enjoy it and would we like to organize another event?

Appendix 2: Sample menu and shopping list

Menu:

  • water + lemon
  • fruit juice
  • Vegetable platter: cucumber, carrot, bell pepper, cauliflower
  • lavash rolls with ham, crab
  • muffins
  • Crisps
  • popcorn

When shopping online, we made sure that the discounts would still be valid on the day of the shopping trip. In the store, we made sure not to exceed the original amount—we had a budget of €50. There were about 20 people.