Escape Room Outing Checklist

An escape room outing needs more planning than booking a room and telling people when to arrive. You need to collect registrations, dietary requirements, and emergency contacts, then match teams, confirm the route, and coordinate the restaurant. This checklist takes you from the first invitation to registration at the starting point. It also covers the details people often leave too late, such as printed confirmations, name labels, charged power banks, chilled drinks, and snack bags.

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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

Send invitations
Process registrations
Collect dietary requirements
Book the escape room
Reserve restaurant
Assign participants
2 people
Determine the route and travel times
Check accessibility
Collect emergency contacts
Record costs and payment method
Check confirmations
Print participant list
Prepare team cards
Make name labels
Check the shopping list
Do the shopping
2 people
Chill drinks
Assemble snack bags
2 people
Charge power banks
Send final reminder
Pack up materials
2 people
Set up the starting point
2 people

Event

Receive participants
2 people
Register attendance
Explain the program
Hand out snack bags
2 people
Travel to the escape room
3 people
Register groups
Play escape room
2 people
Take group photo
Travel to the restaurant
3 people
Provide dietary requirements
Oversee dinner
2 people
Refill drinks
Travel to the departure point
3 people
Informal post-event chat
2 people

Aftercare

Collect waste
2 people
Wash dishes
2 people
Clean the departure point
2 people
Unpack materials
Check the grocery stock
Process expenses
Return lost and found items

What to bring

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

Office

Participant Listqty 2
Printed route directionsqty 6
Printed reservation confirmationsqty 4
Name labelsqty 15
Ballpoint pensqty 15
Markersqty 4
Clipboardsqty 3
Envelopesqty 15
Team cardsqty 4
Tapeqty 2
Scissorsqty 2

Catering

Reusable cupsqty 20
Thermos bottlesqty 2
Coolersqty 2
Ice packsqty 6
Snack cupsqty 15
Napkin holderqty 2
Groceries

Tableware

Reusable platesqty 20
Reusable cutleryqty 20

Equipment

Power banksqty 4
Charging cablesqty 6
USB chargersqty 3

Transport

Carry bagsqty 6

Safety

First aid kit

Cleaning

Reusable cleaning clothsqty 6
Waste binsqty 2

Tips

Book the escape room and restaurant before sending a final invitation, then check both confirmations again during the week before the outing. A booking reference and contact number should be easy to find on the day.
Set a registration deadline at least 10 days before the outing. Use the final participant list to assign teams, prepare team cards and name labels, and follow up with anyone who has not responded.
Check the route and travel times for every group, including the walk from the meeting point to the venue. Share printed directions as well as the digital route, especially if people may have limited phone battery or signal.
Collect dietary requirements and accessibility needs before confirming the restaurant. Give the restaurant the final number and meal information at least 3 days ahead, then keep the responses with the participant list.
Prepare the day bag the evening before: printed reservations, team cards, pens, tape, first aid supplies, snacks, drinks, coolers, and charged power banks. Charge power banks and pack charging cables rather than assuming everyone will have a working phone.

Frequently asked questions

How far in advance should I book an escape room outing?: Book the escape room 3 to 6 weeks ahead, especially if the outing is for a larger group or a popular time slot. Reserve the restaurant at the same time so the start and meal times fit together.
When should I send invitations for an escape room outing?: Send invitations 3 to 4 weeks before the outing and set the registration deadline about 10 days before it. That leaves enough time to assign teams, collect dietary requirements, and confirm the restaurant headcount.
How many people should be on an escape room team?: Use the escape room’s stated capacity as the limit, then divide the confirmed participants into balanced teams. Finalise the team list 5 to 7 days before the outing so you can print team cards and prepare name labels.
What should I bring to an escape room outing?: Bring printed reservation confirmations, the participant list, route directions, team cards, name labels, pens, snacks, drinks, and a first aid kit. Pack power banks, charging cables, reusable cups, and cleaning supplies the day before so they are not forgotten.

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.