Forest game checklist: what to arrange and when

A forest game needs more than game ideas and a route. You must secure permission, reserve the meeting point, prepare assignments, and make the play area easy to recognize. This checklist covers the full sequence, from registrations and dietary requirements to team briefings, scorecards, lighting, food, and emergency information. Use it to avoid last-minute problems such as missing materials, unclear boundaries, or participants arriving without the right instructions.

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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

Request permission to use the forest
Reserve starting location
Send invitations
2 people
Process registrations
Collect dietary requirements
Finalize participant list
Check forest route
2 people
Develop game assignments
2 people
Mark the play areas
3 people
Prepare team assignments
Check the weather forecast
Do the shopping
2 people
Collect game materials
2 people
Create prints and scorecards
Prepare first aid and emergency information
Set up the tables and tent
4 people
Hang lighting
3 people
Set up game stations
4 people
Set out food and drinks
3 people
Instruct team leaders
2 people

Event

Staff the registration desk
2 people
Register participants
2 people
Give the safety briefing
2 people
Divide teams and hand out bibs
3 people
Guide the first game round
6 people
Staff game stations
8 people
Serve break drinks
2 people
Guide the second round of the game
6 people
Serve dinner
4 people
Refill drinks
2 people
Guide the third evening round
6 people
Check flashlights and lighting
2 people
Calculate final score
2 people
Announce the winners
Check participants out safely
3 people

Aftercare

Remove game markers
4 people
Collect materials
4 people
Wash dishes
3 people
Collect waste
3 people
Clean the grounds
4 people
Take down tables and tent
4 people
Clear away lighting
3 people
Return borrowed materials
2 people
Store leftover food
2 people

What to bring

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

Furniture

Party tentqty 2
Foldable tablesqty 6
Folding chairsqty 12

Sports equipment

Colored ribbonsqty 120
Reflective Vestsqty 50
Conesqty 30
Ropesqty 10
Assignment cardsqty 40
Scorecardsqty 50
Clipboardsqty 10
Waterproof markersqty 20
Whistlesqty 10
Compassesqty 12

Lighting

Headlampsqty 45
LED lanternsqty 12
Spare batteriesqty 80
Reflective markingqty 2

Equipment

Walkie-talkiesqty 10
Megaphone

Tableware

Reusable cupsqty 60
Reusable platesqty 60
Reusable cutleryqty 60
Serving spoonsqty 6

Kitchen

Coolersqty 4
Ice packsqty 20
Water jerry cansqty 4
Thermos flasksqty 4
Cutting boardsqty 4
Bread knivesqty 4
Serving plattersqty 8

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Hand sanitizerqty 4
First aid kitsqty 2

Catering

Groceries

Tips

Request permission to use the forest before sending invitations, and confirm whether your route, starting location, tables, tent, or lighting require separate approval.
Check the route at least once before the event and mark play areas clearly with cones, ribbons, or reflective marking. Look for poor visibility, blocked paths, and places where teams could get lost.
Prepare team assignments, assignment cards, scorecards, clipboards, waterproof markers, whistles, and communication equipment before setup day. Pack spare batteries with the headlamps and LED lanterns.
Give team leaders the rules, route, scoring method, safety instructions, and emergency information before participants arrive. A short briefing prevents repeated questions during the first game round.
Keep water, food, and dietary information together at the starting location, using coolers, ice packs, water jerry cans, thermos flasks, and reusable tableware. Set out food only after the registration desk and team materials are ready.

Frequently asked questions

How far in advance should I get permission for a forest game?: Start the permission request at least 4 to 6 weeks before the event. Confirm the approved route, starting location, group size, tables, tent, and lighting in writing before invitations go out.
When should I check the forest route for a game?: Check it once when you design the game and again 1 to 3 days before the event. The second check catches fallen branches, muddy sections, closed paths, poor markings, and changes in visibility.
How much time do I need for setup on the day?: Allow at least 2 hours for tables, the tent, lighting, game stations, registration, food, and safety materials. Team leaders should receive their briefing before participants are divided into teams.
What should participants receive at registration?: Give each participant their team assignment and bib, plus any instructions needed for the first round. Keep the safety briefing, emergency information, route guidance, and game rules ready before registration begins.

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.