City game checklist: everything to arrange

A city game needs more preparation than sending teams into town with a few clues. You need a confirmed starting point, a tested route, clear rules, printed materials and a reliable way to register teams and collect answers. This checklist follows the work from the first arrangements through setup and the final briefing. It also covers details that are easy to leave until the last day, such as dietary requirements, charged equipment, weather checks and sorting each team’s materials.

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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 starting location
Define the game area and route
2 people
Check permits and regulations
Send invitations
Process registrations
Collect dietary requirements
Walk through the route
2 people
Work out the tasks and answers
2 people
Set the rules of the game
Check the weather forecast
Finalize the participant list
Assign teams
2 people
Inform team captains
Design game cards
Print game cards
Print answer forms
Sort team materials
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks and sandwiches
3 people
Clean the starting area
2 people
Set up tables and chairs
3 people
Decorate the starting point
2 people
Prepare game materials
2 people
Set up the reception desk
2 people
Test equipment and power
2 people

Event

Receive participants
3 people
Explain the teams and rules
2 people
Send teams on their way
3 people
Monitor gameplay and safety
3 people
Hand out clues and assignments
2 people
Refill drinks
2 people
Serve snacks and sandwiches
3 people
Collect answers
2 people
Check answers
3 people
Announce the winner
Set up the dinner buffet
3 people
Refill the dinner buffet
2 people
Clear away dishes
2 people

Aftercare

Collect game materials
3 people
Clear away furniture
3 people
Sort and remove waste
2 people
Clean dishes and kitchen
2 people
Leave the starting location clean
3 people
Return borrowed items
Register lost property
Thank participants

What to bring

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

Furniture

Foldable tablesqty 4
Folding chairsqty 35
Waste binsqty 4

Equipment

Portable speaker
Megaphone
Power banksqty 8
USB chargersqty 8
Extension cordsqty 3
Power stripsqty 3
Coolersqty 4
Stopwatchesqty 5

Game materials

Team bibsqty 35
Team flagsqty 5
Game cardsqty 40
Answer formsqty 40
Pensqty 40
Clipboardsqty 8
Envelopesqty 25
Prizesqty 3

Office supplies

Name stickersqty 40
Markersqty 12
Tapeqty 4
Scissorsqty 4
Staplersqty 2

Decorations

Start banner
Buntingqty 6
Balloonsqty 40

Tableware

Reusable cupsqty 50
Reusable platesqty 40
Cutlery setsqty 40
Serving plattersqty 8
Coffee potsqty 2

Lighting

LED lanternsqty 6

Cleaning

Bucketsqty 2
Cleaning clothsqty 12
Dish brushesqty 3

Catering

Groceries

Tips

Walk the full route before invitations go out, then check it again close to the event. Note blocked streets, confusing turns, unsafe crossings and places where teams may stop without blocking others.
Set a registration deadline early enough to finalize teams and dietary requirements before you shop. Send team captains their starting details and rules before the event instead of explaining everything at the reception desk.
Prepare one complete pack per team: team identifier, game cards, answer forms, pens and a clipboard. Keep spare pens, blank forms and envelopes at the starting point for lost or damaged materials.
Test the route and every task with someone who does not know the answers. If a clue depends on a shop, sign or public feature, check that it is still visible and accessible on the day.
Charge phones, power banks and the portable speaker the day before, and pack the chargers, extension cords and power strips together. Check the forecast before final setup so you can adjust the starting area and refreshments in time.

Frequently asked questions

How far in advance should I plan a city game?: Start at least 4 to 6 weeks ahead if you need a starting location, permits or a larger participant list. Use the final week for route checks, printing, team assignments and packing materials.
How many people should be in a city game team?: Plan for teams of 4 to 6 people so everyone can contribute without making the group difficult to manage in public spaces. Assign one captain per team and share the rules and meeting point with them before the event.
What should I prepare for each city game team?: Prepare one labeled pack per team containing the team identifier, game cards, answer forms, pens and a clipboard. Pack these at least one day beforehand and keep 10% extra forms and pens as backup.
When should I check the weather for a city game?: Check the forecast 48 hours before the game and again on the morning itself. Use the first check to adjust supplies or the starting setup, and the final check to brief captains about clothing, delays or route changes.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.