Escape room event checklist
An escape room outing needs more planning than booking a room and turning up. You need a confirmed group, dietary details, transport, a meal or snacks, and a clear arrival plan. Start by securing the escape room and restaurant, then work through invitations, registrations and logistics. On the day, allow time to check reservations, chill drinks, set out food and explain the rules before the game begins.
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
Reserve restaurant
Create the participant list
Send invitations
Process registrations
Collect dietary requirements
Confirm attendance
Arrange transport
Share route details
Check reservations
Check the shopping list
Do the shopping
2 people
Chill drinks
Set out snacks
Collect decorations
Wrap the gift and card
Note emergency contacts
Check the venue in advance
Set up tables and chairs
2 people
Hang decorations
2 people
Set out dishes and cups
Arrange snacks on platters
Event
Receive participants
2 people
Serve welcome drinks
Explain the game rules
Take group photo
Play escape room
8 people
Refill drinks
Serve snacks
Present gift
Travel to the restaurant
8 people
Oversee dinner
2 people
Check the Bill
Escort the return trip
2 people
Aftercare
Pack leftover food
Collect waste
2 people
Clear tables and chairs
2 people
Wash dishes
2 people
Clean the venue
2 people
Remove decorations
2 people
Return materials
Finalize supplier agreements
Check lost and found items
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Foldable tablesqty 2
- Folding chairsqty 8
- Tableclothsqty 2
Tableware
- Reusable cupsqty 16
- Platesqty 16
- Cutlery setsqty 16
- Wine glassesqty 8
- Serving plattersqty 4
- Serving utensilsqty 4
Equipment
- Coolersqty 2
- Ice cube traysqty 2
- Bluetooth speaker
- Chargersqty 2
- Power banksqty 2
Kitchen
- Cutting boardsqty 2
- Chef's knifeqty 2
- Bread knife
- Kettle
- Coffee maker
- Thermos
- Cooler bag
Decorations
- Balloonsqty 20
- Garlandqty 2
- Table décorqty 2
- Name badgesqty 8
- Gift bag
- Map
Cleaning
- Waste binsqty 2
- Dishwashing tub
- Spongesqty 4
- Tea towelsqty 4
- Towelsqty 2
- Broom
- Dustpan and brush
Catering
- Groceries
Tips
- Book the escape room before inviting people, then reserve the restaurant for the expected group size. Leave at least 30 minutes between the planned end of the game and your restaurant booking.
- Send invitations as soon as both bookings are confirmed. Set an RSVP deadline 7 days before the event so you can process registrations, collect dietary requirements and confirm the final headcount.
- Check transport and share the route details at least 3 days in advance. Include the meeting point, arrival time and a backup plan for anyone delayed or travelling separately.
- Prepare drinks and snacks before participants arrive. Chill drinks several hours ahead, pack coolers or a cooler bag, and allow 20–30 minutes to arrange platters, cups and serving utensils.
- Check the venue in advance and charge the speaker, chargers and power banks the day before. On arrival, allow 30 minutes to set up tables, chairs, decorations and welcome drinks before receiving the group.
Frequently asked questions
- How early should I book an escape room for a group?
- Book the escape room at least 3–4 weeks ahead, especially if you need a specific date or several rooms. Reserve the restaurant at the same time so the group has a complete plan.
- When should I send escape room invitations?
- Send invitations immediately after the escape room and restaurant are booked, ideally 3–4 weeks before the event. Give guests 7 days to RSVP and use the final week to confirm attendance and dietary requirements.
- How much time should I allow before an escape room starts?
- Ask participants to arrive 20–30 minutes before the booked start time. This gives you time to receive late arrivals, explain the rules and handle registration without reducing the game time.
- What should I prepare for an escape room party with food and drinks?
- Prepare drinks, snacks, cups, plates and serving utensils before guests arrive. Chill drinks for several hours, set out the food 15–20 minutes beforehand, and keep dietary items clearly separated.
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