Escape Room Event Checklist
Organising an escape room event takes more than booking a time slot. You need the right number of rooms, a complete participant list, balanced teams and clear travel information before anyone arrives. Dietary requirements and dinner reservations also need a deadline, especially when the group is larger than one room can hold. Use this checklist to work from the first booking through reception, the escape room session and the meal afterwards.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Book the escape room
Coordinate the number of rooms
Reserve dinner venue
Create the participant list
Send invitations
Process registrations
Collect dietary requirements
Take stock of transport
Assign teams
2 people
Send participant information
Confirm the escape room
Confirm dinner reservation
Process the final cancellations
Finalise team assignments
2 people
Share the route and parking details
Do the shopping
2 people
Chill drinks
Prepare team cards
Prepare the prize draw
Collect materials
2 people
Check venue contact details
Set up catering
2 people
Lay out team cards
Set up the reception table
2 people
Event
Receive participants
3 people
Register attendance
2 people
Serve drinks
2 people
Explain the game rules
Escort teams to rooms
3 people
Play escape room
24 people
Take team photo
2 people
Refill break drinks
2 people
Determine Score and Winner
2 people
Present the prize
Serve snacks
2 people
Guide the dinner venue
2 people
Serve dinner
3 people
Refill drinks
2 people
Serve coffee and tea
2 people
Give a farewell and thank-you
Aftercare
Pack leftover food
2 people
Collect waste
2 people
Wash dishes
2 people
Clear tables and chairs
2 people
Clean the room
2 people
Pack up materials
2 people
Return borrowed items
Share photos with participants
Pay outstanding bills
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 6
- Chairsqty 24
- Buffet tableqty 2
Tableware
- Platesqty 30
- Bowlsqty 30
- Glassesqty 36
- Coffee cupsqty 30
- Knivesqty 30
- Forksqty 30
- Spoonsqty 30
- Serving spoonsqty 6
Kitchen
- Cutting boardsqty 3
- Chef's knifeqty 3
- Serving plattersqty 8
- Serving tongsqty 4
- Coffee maker
- Kettle
- Thermos flasksqty 3
- Coolersqty 3
- Ice cube traysqty 3
Equipment
- Bluetooth speaker
- Power banksqty 3
- Chargersqty 3
- Smartphone holder
- Stools for bagsqty 6
Decorations
- Team badgesqty 24
- Name stickersqty 30
- Tableclothsqty 6
- Prize trophy
- Balloonsqty 30
- Balloon ribbonqty 2
Cleaning
- Waste binsqty 3
- Trash bag holder
Catering
- Groceries
Tips
- Book the escape room before sending invitations, then confirm how many rooms are available and how many players each room accepts. This determines your registration limit and team sizes.
- Set a registration deadline at least 7 days before the event. Use the final list to collect dietary requirements, process cancellations and confirm the dinner booking without guessing at numbers.
- Send the route, parking information and arrival time with the participant details at least 3 days in advance. Include a contact number for late arrivals and check the venue’s contact details beforehand.
- Prepare team cards, badges or name stickers before the event rather than assigning teams at the reception table. Keep the final team list separate from the public welcome area so changes can be made discreetly.
- Chill drinks several hours before participants arrive and prepare coolers, ice and thermos flasks in advance. Set up the reception table, team cards and any prize draw before the first guest arrives, not during check-in.
Frequently asked questions
- How far in advance should I book an escape room for a group?
- Book 4 to 8 weeks ahead for a group event, especially if you need several rooms at the same time. Confirm the room capacity and the cancellation deadline before sending invitations.
- When should I finalise escape room teams?
- Finalise the teams 3 to 7 days before the event, after the registration deadline and final cancellations. Keep a small adjustment margin in case someone drops out on the day.
- How many drinks should I buy for an escape room event?
- Allow about 2 to 3 drinks per person for the first hour, then add 1 drink per person for each following hour. Buy a mix of chilled soft drinks and water, and keep extra drinks available for dinner.
- When should I reserve dinner after an escape room?
- Reserve the dinner venue as soon as the escape room time and likely group size are known, ideally 3 to 4 weeks ahead. Confirm the final number and dietary requirements 3 to 7 days before the meal.
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