Escape Room Party Checklist

An escape room party runs best when the timed activity is treated as the fixed point of the day. Book the venue first, then build the guest list, confirm dietary requirements and assign teams before invitations go out. Leave time for travel, check the room’s rules and plan food for before or after the game. This checklist also covers the details people often leave until the last hour, from chilled drinks and charged phones to cake, coats and table space.

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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

Book escape room venue
Record date and times
Compile the guest list
Send invitations
Process registrations
Collect dietary requirements
Check deposit and reservation
Share transport and route
Buy birthday decorations
Compile shopping list
Do the shopping
2 people
Order cake
Check escape room rules
Assign teams in advance
Prepare the gift table
Set up welcome music
Charge phones and camera
Set up tables and chairs
2 people
Hang decorations
2 people
Test lighting and music
Chill drinks
Prepare snacks
2 people
Set up the buffet
2 people
Set out cake and candles

Event

Welcome guests
2 people
Designate coat and bag storage
Serve welcome drinks
2 people
Announce the teams
Give escape room instructions
Guide the escape room
2 people
Keep track of and give clues
2 people
Take group photo
Refill drinks
Refill snacks
Serve the hot meal
2 people
Cut and serve cake
2 people
Unwrap gifts
Say goodbye to guests
2 people

Aftercare

Collect waste
2 people
Wash dishes and glasses
2 people
Clean the buffet and kitchen
2 people
Clear tables and chairs
2 people
Remove decorations
2 people
Check escape room materials
Return borrowed items
Leave the venue tidy
2 people
Handle outstanding payments

What to bring

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

Furniture

Tablesqty 3
Chairsqty 14
Coat rack

Tableware

Platesqty 16
Dessert platesqty 16
Glassesqty 20
Coffee cupsqty 14
Cutlery setsqty 16
Serving plattersqty 6
Serving tongsqty 4
Cake server
Carafesqty 3

Equipment

Coolersqty 2
Bluetooth speaker
Extension cordsqty 2
Chargersqty 3

Escape room materials

Combination padlocksqty 6
Crates with locksqty 3
Envelopesqty 20
Printed puzzlesqty 12
UV flashlightsqty 3
Invisible markersqty 3
Puzzle keysqty 10
Notepadsqty 6
Pensqty 15

Decorations

Balloonsqty 30
Balloon pump
Buntingqty 4
Tableclothsqty 3
Napkinsqty 40
Wrapping paper

Lighting

Atmosphere lightsqty 3

Kitchen

Cutting boardsqty 2
Chef's knifeqty 2
Pizza cutter
Bottle openersqty 2
Coffee maker
Kettle

Cleaning

Vacuum cleaner
Mop and bucket
All-purpose cleaner
Waste binsqty 3

Catering

Groceries

Tips

Book the escape room before setting the party date elsewhere. Confirm the start time, session length, arrival time, deposit and cancellation terms, then allow at least 30 minutes for travel and check-in.
Assign teams in advance once registrations are confirmed. Balance the groups by age and familiarity, and send the team information with the route so nobody spends the first 10 minutes working out where to go.
Order the cake several days ahead and confirm the message, collection time and dietary requirements. Keep candles, a cake server and dessert plates with the cake rather than packing them with general decorations.
Charge phones, camera equipment and spare power banks the night before. Escape rooms may restrict photography inside, so decide in advance when group photos will be taken and where coats and gifts will be kept.
Set up the food and drinks before guests arrive, not after the game starts. Chill drinks, put out serving platters and tongs, and keep snacks easy to eat so the schedule is not delayed by plates, cutlery or unopened packaging.

Frequently asked questions

How far in advance should I book an escape room party?: Book the room at least 4 to 6 weeks ahead, especially if you need a weekend slot or several teams. Confirm the deposit, maximum group size and arrival time when you reserve.
When should I send escape room party invitations?: Send invitations 3 to 4 weeks before the event and set the RSVP deadline about 10 days before it. That gives you time to collect dietary requirements and assign teams before the final week.
How many snacks and drinks do I need for an escape room party?: For a short pre- or post-game gathering, plan roughly 3 to 5 small snack portions per guest and 2 to 3 drinks per person for the first hour. Add water and allow extra food if the party overlaps with a meal.
How early should guests arrive for an escape room party?: Ask guests to arrive 15 to 20 minutes before the booked start time. The venue may need a safety briefing, team allocation or a rules explanation before the room opens.

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