How to organise an escape room party

An escape room party works best when the booking, guest details and timings are settled before you think about decorations or cake. Start by confirming the venue, date, rules and travel plan, then collect registrations and dietary requirements. Assign teams in advance so nobody loses time on the day. After the escape room, have the food, drinks and birthday table ready rather than trying to set everything up while guests 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 escape room venue
2
Record date and times
3
Compile the guest list
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Check deposit and reservation
8
Share transport and route
9
Buy birthday decorations
10
Compile shopping list
11
Do the shopping
2 people
12
Order cake
13
Check escape room rules
14
Assign teams in advance
15
Prepare the gift table
16
Set up welcome music
17
Charge phones and camera
18
Set up tables and chairs
2 people
19
Hang decorations
2 people
20
Test lighting and music
21
Chill drinks
22
Prepare snacks
2 people
23
Set up the buffet
2 people
24
Set out cake and candles

Event

25
Welcome guests
2 people
26
Designate coat and bag storage
27
Serve welcome drinks
2 people
28
Announce the teams
29
Give escape room instructions
30
Guide the escape room
2 people
31
Keep track of and give clues
2 people
32
Take group photo
33
Refill drinks
34
Refill snacks
35
Serve the hot meal
2 people
36
Cut and serve cake
2 people
37
Unwrap gifts
38
Say goodbye to guests
2 people

Aftercare

39
Collect waste
2 people
40
Wash dishes and glasses
2 people
41
Clean the buffet and kitchen
2 people
42
Clear tables and chairs
2 people
43
Remove decorations
2 people
44
Check escape room materials
45
Return borrowed items
46
Leave the venue tidy
2 people
47
Handle outstanding payments

What to bring

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

Furniture

Tablesqty 3
Chairsqty 14
Coat rack

Tableware

Platesqty 16
Dessert platesqty 16
Glassesqty 20
Coffee cupsqty 14
Cutlery setsqty 16
Serving plattersqty 6
Serving tongsqty 4
Cake server
Carafesqty 3

Equipment

Coolersqty 2
Bluetooth speaker
Extension cordsqty 2
Chargersqty 3

Escape room materials

Combination padlocksqty 6
Crates with locksqty 3
Envelopesqty 20
Printed puzzlesqty 12
UV flashlightsqty 3
Invisible markersqty 3
Puzzle keysqty 10
Notepadsqty 6
Pensqty 15

Decorations

Balloonsqty 30
Balloon pump
Buntingqty 4
Tableclothsqty 3
Napkinsqty 40
Wrapping paper

Lighting

Atmosphere lightsqty 3

Kitchen

Cutting boardsqty 2
Chef's knifeqty 2
Pizza cutter
Bottle openersqty 2
Coffee maker
Kettle

Cleaning

Vacuum cleaner
Mop and bucket
All-purpose cleaner
Waste binsqty 3

Catering

Groceries

Tips

Book the escape room before sending invitations, and check the deposit, start time, room capacity and cancellation terms. Leave at least 30 minutes between the planned arrival time and the game start.
Set a registration deadline 10 to 14 days before the party. Use the final guest list to assign teams, check dietary requirements and confirm how many portions of cake, snacks and drinks you need.
Send the route and transport details with the invitation or reminder. Ask guests to arrive 15 minutes before the escape room starts; late arrivals can miss the briefing or delay the whole team.
Prepare the party area before guests return from the room: set out tables, chairs, plates, glasses, napkins and serving utensils, then chill drinks and arrange the buffet. Keep candles, the cake server and the gift table together so they are not forgotten.
Check the escape room’s rules at least one week ahead, especially restrictions on phones, food, costumes and photography. If you are adding your own puzzles or locked crates, test every combination lock, key and invisible-marker clue before the event.

Frequently asked questions

How far in advance should I book an escape room party?: Book the venue as soon as you know the preferred date, ideally 4 to 8 weeks ahead. Popular time slots may fill earlier, and you need the confirmed start time before sending invitations.
When should I send invitations for an escape room party?: Send invitations 3 to 4 weeks before the party and set the RSVP deadline 10 to 14 days before it. That gives you time to assign teams, collect dietary requirements and confirm the final numbers with the venue.
How early should guests arrive for an escape room party?: Ask everyone to arrive 15 minutes before the booked start time, or 30 minutes early if the venue is unfamiliar or parking is difficult. The extra time covers check-in, team assignments and the safety briefing.
How much food and drink do I need after an escape room party?: For the first hour after the game, plan on 2 to 3 drinks per person, plus water. Prepare roughly 4 to 6 snack portions per guest and order enough cake for one slice per person, with a few extra portions if children are attending.

Start this plan in Lizzt

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