How to organise a night game from start to finish

A successful night game is planned in daylight and run with clear roles after dark. Start by securing the venue, setting the route and checking hazards before you invite anyone. Then collect registrations, dietary needs and emergency contacts while you build teams, stations and clue materials. On the day, test every light, mark the boundaries, brief supervisors and keep the start, finish and first-aid arrangements easy to find.

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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
Reserve the venue and grounds
2
Send invitations
2 people
3
Process registrations
4
Collect dietary requirements
5
Collect emergency contact details
6
Scout the play area during the day
2 people
7
Define the route and safety boundaries
2 people
8
Work out the game rules and schedule
2 people
9
Assign teams and supervisors
2 people
10
Create game stations and assignments
3 people
11
Print clue cards and route maps
2 people
12
Pack game materials by station
3 people
13
Do the shopping
2 people
14
Test lanterns and flashlights
2 people
15
Charge batteries and power banks
16
Check first aid supplies
17
Check the weather forecast and site
2 people
18
Print participant list and emergency numbers
19
Prepare food
3 people
20
Bring materials to the venue
3 people
21
Check the venue for safety
3 people
22
Set up tables and seating
3 people
23
Hang and set up lighting
3 people
24
Mark the start and finish area
3 people
25
Set up activity stations
6 people
26
Instruct supervisors at game stations
2 people
27
Set up the registration desk
2 people

Event

28
Receive participants
3 people
29
Register attendance
2 people
30
Serve food and drinks
4 people
31
Explain the game rules and boundaries
2 people
32
Guide teams to their starting points
6 people
33
Guide game stations
8 people
34
Staff the central post
2 people
35
Refill drinks
2 people
36
Welcome participants at the finish
3 people
37
Announce the results
2 people
38
Ensure participants leave safely
3 people

Aftercare

39
Clear away game stations and markings
6 people
40
Clear away furniture and lighting
4 people
41
Collect and sort waste
3 people
42
Wash dishes and kitchen equipment
3 people
43
Leave the site clean and empty
4 people
44
Check and dry materials
2 people
45
Return borrowed materials
2 people

What to bring

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

Furniture

Foldable tablesqty 4
Folding chairsqty 40
Party tent
Tableclothsqty 4

Lighting

Headlampsqty 40
Flashlightsqty 12
LED lanternsqty 10
String lightsqty 4
Spare batteriesqty 40

Equipment

Walkie-talkiesqty 10
Power banksqty 4
Mobile phonesqty 4
Megaphone

Sports equipment

Conesqty 30
Ropeqty 100
Hoopsqty 6
Ballqty 4
Blindfoldsqty 12

Game materials

Waterproof task cardsqty 30
Route mapsqty 12
Stamp cardsqty 40
Pensqty 30

Marking

Barrier tapeqty 6
Reflective ribbonsqty 40
Number signsqty 12

Safety

First aid kit
Safety vestsqty 12
Emergency blanketsqty 4
Fire extinguisher

Tableware

Reusable cupsqty 50
Platesqty 50
Cutlery setsqty 50
Serving spoonsqty 4

Kitchen

Coolersqty 3
Thermos flasksqty 4
Soup bowlsqty 50
Cutting boardsqty 3
Knivesqty 6

Cleaning

Dishpanqty 2
Dish brushesqty 3
Hand broomsqty 2

Catering

Groceries

Tips

Scout the entire play area during daylight, not just the starting point. Mark the route, crossings and boundaries with cones, rope, barrier tape or reflective ribbons before participants arrive.
Set the game schedule before assigning teams. Allow time for registration, a safety briefing, travel between stations and a defined finish, rather than sending teams out as soon as they arrive.
Pack materials by station in separate, labelled bundles. Include waterproof task cards, route maps, stamp cards and pens so a supervisor does not have to search through one large box in the dark.
Test every headlamp, flashlight and LED lantern on site, then charge power banks and pack spare batteries. Lighting failures are difficult to solve once teams are spread across the route.
Keep the participant list, emergency numbers and first-aid kit at the main control point. Give supervisors phones or walkie-talkies, and make sure everyone knows who can stop the game if conditions become unsafe.

Frequently asked questions

How far in advance should I plan a night game?: Start venue and route planning at least 3 to 4 weeks before the event. Send invitations early enough to collect registrations, dietary requirements and emergency contacts before teams are assigned.
How do you make a night game safe?: Scout the site in daylight, define clear boundaries and mark changes in level or direction with visible markers. Check the weather and venue on the day, brief supervisors before the start and keep a first-aid kit and emergency contacts at the control point.
How many supervisors do I need for a night game?: Assign at least one responsible supervisor to each active station and one person to coordinate the route and emergencies. Add coverage for any separate route sections so no team enters an area without a reachable adult.
When should I set up the lighting and game stations?: Set up stations and route markers before participants arrive, while there is still daylight. Test lanterns and flashlights immediately after setup, then do a final safety walk shortly before the briefing.

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.