How to organise a laser game outing

Start by booking the laser tag venue, then build the rest of the outing around its confirmed time and location. Give guests a clear deadline to register, collect dietary requirements and keep the participant list current. Before the day, report the final headcount, check payments and share the route. On site, allow time for check-in, team assignments, food and drinks, then test the equipment and game layout before the first round.

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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

1
Book laser tag
2
Confirm location and time
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Update participant list
7
Check payments
8
Share transport and route
9
Report the final headcount
10
Check the shopping list
11
Do the shopping
2 people
12
Chill drinks
2 people
13
Prepare food
3 people
14
Collect materials
2 people
15
Print participant information
16
Check the venue
2 people
17
Set up tables
3 people
18
Set up chairs
3 people
19
Set up the buffet
3 people
20
Set out tableware
2 people
21
Hang decorations
2 people
22
Connect the music
23
Set out game layouts
24
Set up the reception desk
2 people
25
Prepare team assignments
2 people

Event

26
Receive participants
3 people
27
Register attendance
2 people
28
Serve welcome drinks
2 people
29
Provide game instructions
2 people
30
Assign teams
2 people
31
Guide the laser tag rounds
3 people
32
Refill drinks
2 people
33
Serve snacks
2 people
34
Open the dinner buffet
3 people
35
Serve dinner
3 people
36
Serve coffee and tea
2 people
37
Handle prize ceremony
2 people
38
Guide the free social time
2 people

Aftercare

39
Pack leftovers
2 people
40
Collect waste
3 people
41
Wash dishes
2 people
42
Clear tables and chairs
3 people
43
Clean the venue
3 people
44
Load materials
2 people
45
Return borrowed items
2 people
46
Check the final bill

What to bring

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

Furniture

Tablesqty 6
Chairsqty 36
Buffet tablesqty 2
Waste binsqty 4

Tableware

Reusable platesqty 36
Reusable bowlsqty 36
Reusable glassesqty 50
Coffee cupsqty 36
Cutlery setsqty 36
Serving bowlsqty 8
Serving spoonsqty 8

Kitchen

Cutting boardsqty 3
Chef’s knives and bread knivesqty 6
Serving tongsqty 4
Kettlesqty 2
Coffee maker
Thermos flasksqty 3

Equipment

Bluetooth speaker
Extension cordsqty 3
Power stripsqty 3
Charging cablesqty 4

Sports equipment

Laser tag vestsqty 30
Laser tag gunsqty 30
Team ribbonsqty 30
Score sheetsqty 40
Pensqty 10

Decorations

Balloonsqty 40
Buntingqty 6
Welcome sign
Prizesqty 3

Lighting

LED lampsqty 4
Light-up wristbandsqty 36

Cleaning

Bucketsqty 2
Spongesqty 6
Microfiber clothsqty 10
Dish brushesqty 2

Catering

Groceries

Tips

Book the venue before sending invitations, and confirm the start time, address, arrival instructions and how many players each game can handle. A late venue change affects transport, food and team assignments.
Set a registration deadline at least 7 days before the outing. Use the final list to check payments, record dietary requirements and report the confirmed headcount to the laser tag venue.
Tell guests to arrive 20–30 minutes before the first game. Use that time for the reception desk, participant information, team ribbons and any last-minute changes to team assignments.
Plan food and drinks around the game schedule rather than serving a full buffet immediately before play. Chill drinks in advance, prepare easy-to-serve food and keep reusable plates, glasses, cutlery and serving utensils together.
Check the venue and power setup before guests arrive. Test the Bluetooth speaker, extension cords, power strips and charging cables, and confirm that the laser tag vests, guns, score sheets and pens are ready for use.

Frequently asked questions

How far in advance should I book a laser game outing?: Book the venue as soon as you know the preferred date, ideally at least 4–6 weeks ahead. This gives you time to confirm the playing slots, capacity, arrival time and any food or room arrangements.
When should guests RSVP for a laser game outing?: Set the RSVP deadline 7 days before the event. Keep the list open for updates until then, because the final headcount is needed for team assignments, food quantities and the venue booking.
How early should we arrive for laser tag?: Ask everyone to arrive 20–30 minutes before the first game. Check-in, payment checks, team assignments and safety instructions can easily take 15 minutes, especially with a larger group.
What should I prepare the day before a laser game outing?: Confirm the final headcount, payments, dietary requirements, route and venue details the day before. Also chill the drinks, prepare the food, collect the equipment and print the participant information so setup is not delayed.

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