How to organise an escape room event

An escape room event runs smoothly when you settle the room capacity, guest list and dinner plan before sending invitations. Start by booking the escape room and checking how many rooms or teams it can handle, then collect registrations, dietary requirements and transport details. A few days before the event, confirm the booking, finalise teams and send the route, parking and meeting instructions. On the day, prepare team cards, drinks and the reception table before participants arrive.

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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 the escape room
2
Coordinate the number of rooms
3
Reserve dinner venue
4
Create the participant list
5
Send invitations
6
Process registrations
7
Collect dietary requirements
8
Take stock of transport
9
Assign teams
2 people
10
Send participant information
11
Confirm the escape room
12
Confirm dinner reservation
13
Process the final cancellations
14
Finalise team assignments
2 people
15
Share the route and parking details
16
Do the shopping
2 people
17
Chill drinks
18
Prepare team cards
19
Prepare the prize draw
20
Collect materials
2 people
21
Check venue contact details
22
Set up catering
2 people
23
Lay out team cards
24
Set up the reception table
2 people

Event

25
Receive participants
3 people
26
Register attendance
2 people
27
Serve drinks
2 people
28
Explain the game rules
29
Escort teams to rooms
3 people
30
Play escape room
24 people
31
Take team photo
2 people
32
Refill break drinks
2 people
33
Determine Score and Winner
2 people
34
Present the prize
35
Serve snacks
2 people
36
Guide the dinner venue
2 people
37
Serve dinner
3 people
38
Refill drinks
2 people
39
Serve coffee and tea
2 people
40
Give a farewell and thank-you

Aftercare

41
Pack leftover food
2 people
42
Collect waste
2 people
43
Wash dishes
2 people
44
Clear tables and chairs
2 people
45
Clean the room
2 people
46
Pack up materials
2 people
47
Return borrowed items
48
Share photos with participants
49
Pay outstanding bills

What to bring

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

Furniture

Tablesqty 6
Chairsqty 24
Buffet tableqty 2

Tableware

Platesqty 30
Bowlsqty 30
Glassesqty 36
Coffee cupsqty 30
Knivesqty 30
Forksqty 30
Spoonsqty 30
Serving spoonsqty 6

Kitchen

Cutting boardsqty 3
Chef's knifeqty 3
Serving plattersqty 8
Serving tongsqty 4
Coffee maker
Kettle
Thermos flasksqty 3
Coolersqty 3
Ice cube traysqty 3

Equipment

Bluetooth speaker
Power banksqty 3
Chargersqty 3
Smartphone holder
Stools for bagsqty 6

Decorations

Team badgesqty 24
Name stickersqty 30
Tableclothsqty 6
Prize trophy
Balloonsqty 30
Balloon ribbonqty 2

Cleaning

Waste binsqty 3
Trash bag holder

Catering

Groceries

Tips

Book the escape room before inviting anyone, and check the exact number of rooms, players per room and arrival time. This determines how many people you can accept and how teams will be formed.
Set a registration deadline at least 7 days before the event. Use the final list to collect dietary requirements, process cancellations and confirm the dinner reservation instead of estimating numbers.
Send participant information 3 to 5 days ahead with the meeting point, route, parking details, start time and transport options. Tell guests when they must arrive; a late team can affect every room.
Finalise team assignments no later than the day before. Prepare team cards, badges or name stickers in separate sets so the reception table can be laid out quickly and nobody has to negotiate teams at the venue.
Prepare drinks and catering before participants arrive. Chill drinks, set out plates, glasses, serving utensils and coffee equipment, and keep chargers and power banks available for guests using their phones during the event.

Frequently asked questions

How far in advance should I book an escape room for a group?: Book the escape room at least 4 to 6 weeks ahead, especially if you need several rooms at the same time. Confirm the player limit and cancellation terms before sending invitations.
When should I send invitations for an escape room event?: Send invitations 3 to 4 weeks before the event and set a response deadline about 7 days later. This leaves time to process registrations, collect dietary requirements and arrange dinner.
How do I organise teams for an escape room?: Finalise teams after the registration deadline, ideally 1 day before the event. Use the venue’s player limit for each room, then prepare one team card or badge set per team.
When should I confirm the escape room and dinner reservation?: Confirm both bookings 2 to 3 days before the event, once cancellations and dietary requirements are final. Recheck the arrival time, number of participants, room allocation and dinner seating.

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.