How to organise an outdoor escape game

An outdoor escape game needs more than a set of puzzles and a nice location. Start by choosing the concept, then build a route that works for the group, the terrain and the available time. The main preparation is testing every clue, assigning teams and keeping materials organised at each station. This guide helps you plan the game in the right order, from registrations and catering to the briefing, setup and bad-weather backup.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Choose the escape concept and theme
2 people
2
Reserve outdoor venue
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Calculate catering quantities
7
Develop the game route
2 people
8
Write puzzles and clues
2 people
9
Create game story and briefing
10
Confirm catering booking
11
Check the weather forecast
12
Record the backup bad weather plan
2 people
13
Purchase game materials
2 people
14
Test game materials
2 people
15
Laminating signs
2 people
16
Assign teams and start order
17
Send practical info to participants
18
Check the shopping list
19
Do the shopping
2 people
20
Sort game materials by mail
2 people
21
Pack game stations
2 people
22
Walk through the venue and route
2 people

Event

23
Fill coolers
2 people
24
Inspect the grounds
2 people
25
Set up tables and chairs
3 people
26
Set up the marquee and reception point
3 people
27
Set up activity stations
3 people
28
Check puzzles and locks
2 people
29
Set up the catering buffet
3 people
30
Receive participants
2 people
31
Explain the rules and safety
32
Guide teams to their starting points
3 people
33
Monitor the game progress and timing
2 people
34
Give teams clues
2 people
35
Refill drinks
2 people
36
Serve snacks and meals
3 people
37
Announce the winner
38
Host the open bar
2 people

Aftercare

39
Collect used dishes
2 people
40
Collect game materials
3 people
41
Clean up the venue
4 people
42
Sort and remove waste
2 people
43
Wash dishes and kitchen equipment
2 people
44
Leave venue clean
2 people
45
Return borrowed items
46
Store game materials dry
2 people

What to bring

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

Furniture

Party tentqty 2
Foldable tablesqty 6
Folding chairsqty 24
Buffet tableqty 2
Tableclothsqty 6
Waste binsqty 4

Game materials

Lock boxesqty 6
Padlocksqty 12
Combination locksqty 8
Cratesqty 8
Envelopesqty 40
Directional cardsqty 40
Assignment cardsqty 30
Compassqty 6
Flashlightsqty 8
UV flashlightsqty 6
Permanent markersqty 12
Notebooksqty 24
Pencilsqty 30
Measuring tapesqty 6
Conesqty 20
Barrier tapeqty 4
Directional signsqty 12
Clipboardsqty 8
Prize trophy

Equipment

Portable speakerqty 2
Megaphone
Extension cordsqty 3
Power stripsqty 3
Power banksqty 6
Rechargeable batteriesqty 24
Battery chargersqty 4

Lighting

String lightsqty 6
LED lanternsqty 8

Tableware

Glassesqty 30
Coffee cupsqty 24
Platesqty 30
Cutlery setsqty 30
Serving plattersqty 8
Serving tongsqty 6

Kitchen

Coolersqty 4
Thermos flasksqty 4
Water jugsqty 4
Cutting boardsqty 3
Bread knivesqty 3
Kitchen knivesqty 3
Table runnersqty 6

Cleaning

First aid kit
Hand soapqty 2
Dish brushesqty 3

Catering

Groceries

Tips

Build and walk the route before buying or packing materials. Check distances, visibility, ground conditions and whether every station can be reached safely in the planned game time.
Test every lock, clue and instruction with someone who has not seen the solution. Allow at least one full test run, including the starting briefing and the movement between stations.
Prepare each station as a separate pack using envelopes, lock boxes, signs, clipboards and writing materials. Label the packs in route order so setup does not depend on memory.
Assign teams and starting times before the event, especially if several groups use the same route. A staggered start of 5 to 10 minutes can prevent teams from crowding the first station.
Check the forecast on the day before and again on the morning itself. Keep the recorded backup plan ready, and protect paper clues, electronics and catering from rain with a party tent or sealed containers.

Frequently asked questions

How long does it take to organise an outdoor escape game?: Allow 3 to 6 weeks for a game with a custom story, route and puzzles. Reserve the outdoor venue first, then send invitations early enough to collect registrations and dietary requirements.
How many puzzles should an outdoor escape game have?: Plan about 5 to 8 main puzzle stations for a game lasting 60 to 90 minutes. Add time for walking, reading clues and solving locks rather than filling the route with too many separate challenges.
How do you prepare an outdoor escape game for rain?: Make the bad-weather decision no later than the morning of the event, using a written backup plan. Keep clues in waterproof sleeves or sealed containers, and arrange covered space for the briefing, food and equipment.
How early should you set up an outdoor escape game?: Arrive 2 to 3 hours before the first team starts. Walk the route, inspect the grounds, place directional signs and cones, test each station, set up tables and chairs, and check that all materials are in the correct order.

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.