City game checklist: what to arrange and when

A city game needs more than clever challenges and a route through town. You need a confirmed starting point, permission where required, tested tasks, safe walking routes and enough people at each checkpoint. This checklist also covers the parts that are often left too late: processing registrations, assigning teams, printing route materials and packing each checkpoint separately. Use it to move from the first route decision to chilled drinks, snacks and a clear briefing for every participant.

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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

Set the route and play area
2 people
Reserve starting location
Request required permission
Develop the game concept and scoring
2 people
Create game tasks
3 people
Create a registration form
Send invitations
2 people
Recruit game hosts
2 people
Process registrations
Collect dietary requirements
Assemble teams
2 people
Assign checkpoint coverage
2 people
Check the entire route
2 people
Test game tasks on location
3 people
Check safe walking routes
2 people
Send participant information
Order prizes and game materials
Purchase supplies
2 people
Print game cards and route cards
2 people
Prepare team envelopes
3 people
Pack checkpoint materials per post
3 people
Prepare score sheets
2 people
Print team assignments
Chill drinks
2 people
Prepare snacks and sandwiches
3 people
Fully charge equipment
Check the weather forecast and measures

Event

Check the venue and materials
2 people
Set up tables and chairs
4 people
Set up the reception and registration point
2 people
Place route signs and arrows
3 people
Build checkpoint stations
6 people
Set up the catering and drinks point
3 people
Instruct game leaders
2 people
Register participants
3 people
Hand out team cards and materials
3 people
Explain the rules and safety
2 people
Host the city game
8 people
Serve drinks and snacks
3 people
Refill drinks
2 people
Collect score sheets
2 people
Check scores and determine the winner
3 people
Handle prize ceremony
2 people
See participants off
2 people

Aftercare

Collect checkpoint materials
4 people
Dismantle furniture and decor
4 people
Wash dishes and supplies
3 people
Collect and sort waste
3 people
Clean the starting location
3 people
Remove route signs and arrows
3 people
Collect lost and found items
Inventory and store materials
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 50
Party tentsqty 2
Coat racksqty 2

Equipment

Portable speaker
Wireless microphone
Power banksqty 8
USB chargersqty 8
Extension cordsqty 3
Power stripsqty 3

Sports equipment

Clipboardsqty 12
Stopwatchesqty 8
Whistlesqty 8
Traffic conesqty 20
Vests for supervisorsqty 10

Paperwork

Route mapsqty 12
Game bookletsqty 12
Score sheetsqty 20
Team badgesqty 50
Checkpoint instructionsqty 12
Directional signsqty 30
Envelopesqty 20
Name stickersqty 60
Notepadsqty 12
Pensqty 60
Markersqty 12
Poster puttyqty 6
Waterproof markersqty 12

Catering

Coolersqty 4
Thermos flasksqty 4
Groceries

Tableware

Reusable drinking glassesqty 60
Reusable coffee cupsqty 50
Reusable platesqty 60
Reusable cutleryqty 60
Serving plattersqty 8
Scissorsqty 6

Decorations

Tableclothsqty 6
Balloonsqty 100
Balloon ribbonqty 2

Lighting

LED string lightsqty 4

Cleaning

Waste binsqty 6
Dustpans and brushesqty 2
Mop set

Tips

Set the route and play area before creating tasks. Walk the complete route once, then test every challenge on location so you can spot confusing directions, unsafe crossings and checkpoints that take longer than expected.
Request permission and reserve the starting location early enough to adjust the route if approval is delayed. Confirm where tables, chairs, signs, team briefings and participant check-in can take place.
Close registration before assembling teams and assigning checkpoint coverage. Use the final participant list to record dietary requirements, print team assignments and prepare one envelope of materials for each team or post.
Print route cards, game cards, score sheets and checkpoint instructions only after the game has been tested. Keep spare copies, waterproof markers and pens with the checkpoint materials rather than at the start.
Prepare the practical finish the day before: chill drinks, pack snacks and sandwiches, charge power banks, and label envelopes and equipment by checkpoint. A short packing check prevents missing whistles, stopwatches, clipboards or score sheets at the first briefing.

Frequently asked questions

How far in advance should I organise a city game?: Start planning at least 4 to 6 weeks ahead if you need a location reservation, permission or several game hosts. Leave the final 7 days for route testing, printing, team allocation and packing.
How many hosts do I need for a city game?: Plan one host for every checkpoint that must be covered at the same time, plus at least one person at the start and finish. Add one extra organiser if the route is spread out or teams may need help while moving between posts.
When should I send the participant information?: Send the practical details 5 to 7 days before the game, after the route and start location are confirmed. Include the meeting time, walking expectations, what to wear, contact details and any food arrangements.
What should I prepare for each city game checkpoint?: Pack the instructions, score sheets, pens or markers, timing equipment and any challenge materials in a labelled envelope or container per checkpoint. Prepare and check these packs at least 1 day before the event, then give each host a clear assignment.

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.