How to organise a role-play evening

A role-play evening runs smoothly when the story, player groups and practical setup are ready before guests arrive. Start by choosing the game format and setting a registration deadline, then collect dietary requirements and divide the group. In the final week, prepare character cards, copy story materials and brief the Game Leaders. On the day, allow at least 90 minutes to ventilate the rooms, arrange game corners, test equipment and set up reception before distributing characters and explaining the rules.

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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
Send invitations
2
Process registrations
3
Collect dietary requirements
4
Divide the game group
2 people
5
Set the rules of the game
2 people
6
Brief Game Leaders
2 people
7
Reserve venue
8
Check game materials
2 people
9
Prepare character cards
2 people
10
Copy Story Materials
11
Do the shopping
2 people
12
Chill drinks
13
Prepare snacks
3 people
14
Open venue
2 people
15
Ventilate the rooms
16
Set up tables
3 people
17
Set out chairs
2 people
18
Set up game corners
3 people
19
Hang up decorations
2 people
20
Test the equipment
2 people
21
Set up the reception desk

Event

22
Receive participants
3 people
23
Distribute characters
2 people
24
Give game instructions
2 people
25
Facilitate the role play
5 people
26
Serve snacks
2 people
27
Refill drinks
2 people
28
Serve dinner
3 people
29
Support the final scene
5 people
30
Announce the closing

Aftercare

31
Collect game materials
3 people
32
Wash dishes
2 people
33
Collect waste
2 people
34
Clean the room
3 people
35
Put furniture back
3 people
36
Remove decorations
2 people
37
Return borrowed items
38
Keep lost and found items

What to bring

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

Furniture

Tablesqty 8
Chairsqty 36
Reception desk
Coat racksqty 2
Waste binsqty 4

Tableware

Reusable drinking glassesqty 45
Coffee cupsqty 30
Platesqty 45
Bowlsqty 30
Forksqty 40
Knivesqty 40
Spoonsqty 40
Serving spoonsqty 8

Kitchen

Cutting boardsqty 3
Chef's knivesqty 3
Serving plattersqty 8
Serving tongsqty 4
Thermos flasksqty 3
Water jugsqty 4
Coolersqty 4

Equipment

Bluetooth speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Laptopsqty 2
Projector
Projection screen

Game materials

Dice setsqty 12
Game Rulebooksqty 6
Notepadsqty 36
Pencilsqty 40
Erasersqty 20
Game tokensqty 200
Playing cardsqty 6
Character cardsqty 36
Mapsqty 6
Combat matsqty 6
Miniaturesqty 60
Hourglassesqty 6
Color markersqty 24
Envelopesqty 50

Decorations

Tableclothsqty 8
Name badgesqty 40
Name card holdersqty 40
Mood lightingqty 6
Decorative clothsqty 8
Tapeqty 4
Scissorsqty 4

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mop headsqty 2
Bucketsqty 2

Catering

Groceries

Tips

Set a registration deadline at least 10 days before the evening. You need the final headcount to divide the game group, prepare character cards and collect dietary requirements.
Brief Game Leaders 3–5 days in advance, including the rules, story sequence and how to handle questions. Give them the game rulebooks and any materials they need before the venue opens.
Plan the room before guests arrive: use separate tables for game corners, leave a clear route to reception, and provide one chair per participant plus 2–3 spare chairs.
Finish the equipment check at least 60 minutes before arrival. Test the laptops, projector, projection screen, Bluetooth speakers, extension cords and power strips in the exact places where they will be used.
Prepare drinks and snacks before opening the venue. Chill drinks for at least 4 hours, set out reusable glasses and water jugs, and keep serving platters, bowls and utensils together so the break does not interrupt the role play.

Frequently asked questions

How far in advance should I plan a role-play evening?: Start planning 3–4 weeks ahead, especially if you need to reserve a venue or coordinate several Game Leaders. Set the registration deadline about 10 days before the event so you have time to divide players and prepare character cards.
How long does it take to set up a role-play evening?: Allow 90–120 minutes at the venue for ventilation, tables, chairs, game corners, decorations, reception and equipment testing. Add another 30 minutes if the story materials need to be sorted or the projector and speakers are unfamiliar.
How many Game Leaders do I need for a role-play evening?: Use at least one Game Leader for the main group, then add one more for each separate game corner that needs active facilitation. Confirm the exact division after registrations close, usually 7–10 days before the evening.
What should I prepare before guests arrive at a role-play evening?: Have the room layout, reception desk, character cards, copied story materials, rulebooks, notepads and pencils ready before doors open. Test all electronic equipment at least 60 minutes beforehand and prepare the drinks and snacks before receiving participants.

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