Escape Room Competition Checklist

Running several escape rooms as a competition takes more than preparing the puzzles. You need a clear format, matched teams, tested rooms, reliable timing, and supervisors who know exactly when to intervene. Start by booking the venue and confirming the room capacity, then work toward registrations, team assignments, and the match schedule. On the day, allow time to test every lock, timer, laptop, tablet, and power connection before participants arrive.

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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 competition format
2 people
Reserve venue and rooms
Choose escape room themes
3 people
Write out the game rules
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Test escape room tasks
4 people
Check puzzle materials
2 people
Assign teams
2 people
Confirm team assignments
Instruct game leaders
3 people
Check the shopping list
Do the shopping
2 people
Pack puzzle sets per room
3 people
Print the match schedule
Check the venue and keys
2 people
Set up tables and chairs
4 people
Set up escape rooms
6 people
Set up puzzles and locks
6 people
Test equipment and timers
3 people
Prepare the buffet and drinks station
3 people
Set up the registration table
2 people
Hold a briefing for supervisors
4 people

Event

Receive participants
3 people
Guide teams to the starting position
4 people
Explain the competition rules
2 people
Supervise the first round
6 people
Reset puzzles between rounds
6 people
Process the interim results
2 people
Supervise the second round
6 people
Refill drinks
2 people
Serve snacks and buffet
3 people
Guide the final round
6 people
Check scores
2 people
Announce the winner
2 people
Present prizes
2 people
See participants off
3 people

Aftercare

Collect puzzles and decorations
5 people
Wash dishes and supplies
3 people
Collect and sort waste
3 people
Clean rooms
4 people
Put furniture back
4 people
Lock up the venue
2 people
Return borrowed materials
2 people
Share results and photos

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Buffet tablesqty 2
Coat racksqty 2
Waste binsqty 4

Equipment

Laptopsqty 4
Tabletsqty 4
Stopwatchesqty 8
Bluetooth speakersqty 4
Extension cordsqty 6
Power stripsqty 6
Power banksqty 6
Printers

Game materials

Combination locksqty 16
Padlocksqty 12
Crates with locksqty 8
UV lampsqty 8
UV markersqty 8
Puzzle cardsqty 80
Envelopesqty 80
Notepadsqty 16
Pensqty 40
Calculatorsqty 8
Magnetic lettersqty 8
Puzzle accessoriesqty 8

Decorations

Themed decorationsqty 8
Directional signsqty 12
Team color cardsqty 60
Race number cardsqty 8

Lighting

LED lightsqty 12
Battery lanternsqty 8

Tableware

Reusable cupsqty 80
Platesqty 60
Cutlery setsqty 60
Coffee cupsqty 40

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving traysqty 8
Scissorsqty 8
Rolls of tapeqty 8
Table runnersqty 8

Catering

Groceries

Tips

Decide the competition format before sending invitations. Write down the number of rounds, room rotation, scoring method, tie-break rule, and time allowed per room so registrations and team assignments are consistent.
Test every puzzle set with a stopwatch before the event, including combination locks, padlocks, UV clues, and any electronic equipment. Keep one complete backup set of puzzle materials ready for a missing or damaged item.
Close registrations early enough to assign teams and print the match schedule. A practical deadline is 3 to 5 days before the competition, leaving time to check dietary requirements and confirm changes.
Pack each room’s puzzle cards, envelopes, markers, locks, accessories, and notepads separately. Label the packs by room and round so supervisors are not searching through shared boxes between games.
Set up the registration table, directional signs, team color cards, buffet, and drinks station before the briefing. Test stopwatches, speakers, extension cords, power strips, printers, and power banks while the venue is still quiet.

Frequently asked questions

How far in advance should I plan an escape room competition?: Start booking rooms and choosing themes at least 6 to 8 weeks ahead, especially if several rooms are needed at the same time. Send invitations once the format, date, venue, and registration method are fixed.
How long does an escape room competition take?: Allow about 2 to 3 hours for a small competition with briefing, registration, one or two rounds, scoring, and a short break. Add 60 to 90 minutes beforehand for room setup, puzzle testing, and equipment checks.
When should teams be assigned for an escape room competition?: Assign teams 3 to 5 days before the event, after registrations and dietary requirements have been checked. Confirm the assignments with participants and print a separate match schedule for supervisors.
What should I check on the day of an escape room competition?: Check every room, lock, clue, timer, laptop or tablet, power connection, and supervisor pack before participants arrive. Finish the technical test at least 30 minutes before registration so there is time to replace missing materials.

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.