What to Buy for an Escape Room Event
An escape room event needs more than the booking confirmation. Plan drinks for the welcome and dinner, materials for team assignments, and a clear reception setup so participants know where to go. This shopping list covers the practical items around the room booking, including tableware, cooling, coffee and small team supplies. Buy or collect anything that depends on group size only after registrations and dietary requirements are final.
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
- Mini wraps - 48 pieces
- Hummus - 1 kilogram
- Cream cheese - 500 grams
- Smoked chicken breast - 500 grams
- Smoked salmon - 400 grams
- Cucumber - 4 pieces
- Paprika - 6 pieces
- Cherry tomatoes - 1 kilogram
- Carrots - 1 kilogram
- Grapes - 1 kilogram
- Apples - 24 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Salsa - 3 jars
- Olives - 3 jars
- Salted peanuts - 3 bags
- Mini cookies - 4 packs
- Coffee - 2 packs
- Tea - 2 boxes
- Sugar - 1 kilogram
- Milk - 4 liters
- Oat milk - 2 liter
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Sparkling water - 6 bottles
- Still water - 8 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Lemons - 6 pieces
- Napkins - 100 pieces
- Paper table runners - 2 rolls
- Cling film - 1 roll
- Aluminum foil - 1 roll
- Freezer bags - 1 box
- Trash bags - 2 rolls
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Dish soap - 2 bottles
- Cleaning spray - 2 bottles
- Sponges - 6 pieces
- Microfiber cloths - 6 pieces
- Hand soap - 2 bottles
- Disinfecting hand gel - 2 bottles
Tips
- Plan 2 to 3 drinks per person for the first hour, then add water and any drinks needed with dinner. Chill the drinks at least 4 hours before arrival; use coolers and ice if there is no refrigerator at the venue.
- For a group split across several rooms, prepare one team badge or team card per participant and keep 2 spare badges per team. Pack the cards, name stickers and route details together so the reception table is ready before the first guest arrives.
- Allow 1 plate, 1 glass, 1 fork, 1 knife and 1 spoon per person, plus 10% spares. Add serving spoons, tongs and platters if food is served buffet-style rather than plated.
- If coffee or tea is part of the welcome, provide 1 coffee cup per person and enough hot-water capacity for the first round. Fill thermos flasks shortly before participants arrive, not hours in advance.
- Buy the prize trophy and any decoration at least 3 days before the event. Pack balloons, ribbon, tablecloths and the trophy separately from food and drinks so the prize draw and reception setup are not forgotten.
Frequently asked questions
- What drinks should I buy for an escape room event?
- Allow 2 to 3 drinks per person for the first hour, including water and soft drinks. For a 12-person group, that means 24 to 36 drinks before adding anything planned for dinner.
- How much tableware do I need for an escape room dinner?
- Plan one plate, glass, fork, knife and spoon per guest, then add 10% spare pieces. For 20 people, prepare 22 of each basic item where possible, plus serving utensils for shared food.
- When should I prepare the escape room team materials?
- Prepare team badges, name stickers and team cards at least 1 day before the event. Finalise the team assignments after the last cancellations, then keep two spare badges per team at the reception table.
- What should I bring to the escape room venue on the day?
- Bring the chilled drinks, coolers, team materials, chargers, power banks and any tableware or catering equipment the venue does not provide. Check the venue contact details and complete the reception setup at least 30 minutes before participants arrive.
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