How to organise a LARP event without losing control

A LARP event needs more than a story and costumes. Start by fixing the venue, date and participant limit, then build the rules, safety guidance and storyline around the space and group size. Once registrations open, assign roles, collect dietary requirements and prepare character cards, game cards and costume information. The final week is for checking props, set pieces, equipment and printed documents—not for rewriting the whole game.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Reserve venue
2
Confirm event date
3
Set the participant limit
2 people
4
Develop the rules
3 people
5
Write storyline
3 people
6
Assign roles
3 people
7
Describe NPC roles
2 people
8
Set up the play area
2 people
9
Draw up safety rules
2 people
10
Draft code of conduct
2 people
11
Create a registration form
12
Send invitations
2 people
13
Process registrations
2 people
14
Collect dietary requirements
15
Send costume information
16
Register characters
2 people
17
Make Character Cards
3 people
18
Write Game Cards
3 people
19
Gather props
3 people
20
Check costumes
2 people
21
Make set pieces
4 people
22
Make name badges
2 people
23
Print the run sheet
24
Print participant list
25
Check the shopping list
2 people
26
Do the shopping
3 people
27
Lay out costumes
2 people
28
Pack props
2 people
29
Store food chilled
2 people

Event

30
Open venue
2 people
31
Check rooms
2 people
32
Set up tables
4 people
33
Set up chairs
4 people
34
Mark game zones
3 people
35
Hang up decorations
3 people
36
Set up props
3 people
37
Set up registration desk
2 people
38
Set up the catering table
3 people
39
Chill drinks
2 people
40
Set out coffee and tea
2 people
41
Prepare snacks
3 people
42
Prepare meal
4 people
43
Test the equipment
2 people
44
Briefing for game supervisors
5 people
45
Brief the NPCs
4 people
46
Open registration
2 people
47
Welcome participants
3 people
48
Give game instructions
3 people
49
Distribute characters
2 people
50
Guide the first game scene
5 people
51
Staff game zones
4 people
52
Refill drinks
2 people
53
Refill coffee and tea
54
Serve snacks
2 people
55
Distribute game materials
2 people
56
Announce break
57
Serve dinner
4 people
58
Make allergens visible
59
Assist with the second game scene
5 people
60
Support the final scene
5 people
61
Handle prize ceremony
2 people
62
See participants off
3 people
63
Collect waste
3 people

Aftercare

64
Sort props
3 people
65
Take down decorations
3 people
66
Wash dishes
3 people
67
Clear tables and chairs
4 people
68
Clean the floors
2 people
69
Clean the kitchen
2 people
70
Collect lost property
71
Lock up the venue
2 people
72
Inventory materials
2 people
73
Return borrowed items
2 people
74
Send participant message

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Bar stoolsqty 6
Clothes racksqty 3
Storage cratesqty 12
Waste binsqty 6

Tableware

Dinner platesqty 70
Bowlsqty 70
Knivesqty 70
Forksqty 70
Spoonsqty 70
Drinking glassesqty 100
Coffee cupsqty 40
Pitcherqty 6

Kitchen

Serving spoonsqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 6
Serving plattersqty 10
Soup bowlsqty 6
Food warmersqty 4
Coolersqty 4
Thermos flasksqty 4
Cutting board for allergens

Equipment

Kettlesqty 3
Coffee machinesqty 2
Extension cordsqty 4
Power stripsqty 4
Bluetooth speakersqty 2
Microphone
Laptop
Walkie-talkiesqty 8
Spare batteriesqty 24

Lighting

LED lampsqty 12
String lightsqty 6
Flashlightsqty 10

Decorations

Fabric clothsqty 12
Flagsqty 20
Artificial candlesqty 30
Wooden cratesqty 8
Artificial plantsqty 10
Table runnersqty 8

Sports equipment

Safe foam swordsqty 35
Foam shieldsqty 20
Foam batonsqty 12
Practice bowsqty 6
Foam arrowsqty 40
Marker conesqty 20

Cleaning

Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Hand broomsqty 3
Cleaning glovesqty 6
Disinfectant sprayqty 3
Dish brushesqty 3

Catering

Groceries

Tips

Confirm the venue, date and participant limit before writing detailed roles. The available play area determines how many scenes can run at once and how much furniture, storage and dressing space you need.
Write the rules, safety rules and code of conduct before sending invitations. Give players a clear summary with the registration form so expectations are set before characters are assigned.
Close registrations early enough to create character cards and game cards. A practical deadline is 7–10 days before the event, leaving time to resolve missing information and dietary requirements.
Prepare the physical setup as a separate job from game writing. Mark the play area, place tables and chairs, organise costume racks and storage crates, and test extension cords, power strips, speakers and the microphone before participants arrive.
Print the run sheet and participant list before event day, then pack props, name badges, costumes and catering equipment by area. Keep coolers, food warmers, kettles and coffee machines accessible without interrupting play.

Frequently asked questions

How far in advance should I organise a LARP event?: Start at least 8–12 weeks ahead for a small event, and earlier if the venue or storyline is complex. Aim to have the venue, date, participant limit and basic rules confirmed in the first two weeks.
When should LARP registrations close?: Close registrations 7–10 days before the event. This gives you enough time to process the final list, collect dietary requirements, register characters and print accurate participant materials.
How many players should a LARP event have?: Set the participant limit based on the venue, play area and number of organisers rather than choosing a standard number. Leave enough room for movement, costume storage, props, seating and a quiet area for safety issues.
When should I prepare LARP props and costumes?: Start collecting props and checking costumes 2–3 weeks before the event, then finish the final check at least 2 days beforehand. This leaves time to replace missing items and build set pieces without changing the game at the last minute.

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.