How to organize a city game from start to finish

Organizing a city game starts with the route, not the challenges. Choose a starting location, define the playing area, check local rules, and test the full route on foot before inviting people. Then build the registration process, divide participants into teams, prepare game cards and answer forms, and set up a clear check-in point. The final day depends on small details: charged equipment, sorted team packs, weather plans, drinks, snacks, and someone who can explain the rules before teams leave.

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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 starting location
2
Define the game area and route
2 people
3
Check permits and regulations
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Walk through the route
2 people
8
Work out the tasks and answers
2 people
9
Set the rules of the game
10
Check the weather forecast
11
Finalize the participant list
12
Assign teams
2 people
13
Inform team captains
14
Design game cards
15
Print game cards
16
Print answer forms
17
Sort team materials
2 people
18
Do the shopping
2 people
19
Chill drinks
2 people
20
Prepare snacks and sandwiches
3 people
21
Clean the starting area
2 people
22
Set up tables and chairs
3 people
23
Decorate the starting point
2 people
24
Prepare game materials
2 people
25
Set up the reception desk
2 people
26
Test equipment and power
2 people

Event

27
Receive participants
3 people
28
Explain the teams and rules
2 people
29
Send teams on their way
3 people
30
Monitor gameplay and safety
3 people
31
Hand out clues and assignments
2 people
32
Refill drinks
2 people
33
Serve snacks and sandwiches
3 people
34
Collect answers
2 people
35
Check answers
3 people
36
Announce the winner
37
Set up the dinner buffet
3 people
38
Refill the dinner buffet
2 people
39
Clear away dishes
2 people

Aftercare

40
Collect game materials
3 people
41
Clear away furniture
3 people
42
Sort and remove waste
2 people
43
Clean dishes and kitchen
2 people
44
Leave the starting location clean
3 people
45
Return borrowed items
46
Register lost property
47
Thank participants

What to bring

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

Furniture

Foldable tablesqty 4
Folding chairsqty 35
Waste binsqty 4

Equipment

Portable speaker
Megaphone
Power banksqty 8
USB chargersqty 8
Extension cordsqty 3
Power stripsqty 3
Coolersqty 4
Stopwatchesqty 5

Game materials

Team bibsqty 35
Team flagsqty 5
Game cardsqty 40
Answer formsqty 40
Pensqty 40
Clipboardsqty 8
Envelopesqty 25
Prizesqty 3

Office supplies

Name stickersqty 40
Markersqty 12
Tapeqty 4
Scissorsqty 4
Staplersqty 2

Decorations

Start banner
Buntingqty 6
Balloonsqty 40

Tableware

Reusable cupsqty 50
Reusable platesqty 40
Cutlery setsqty 40
Serving plattersqty 8
Coffee potsqty 2

Lighting

LED lanternsqty 6

Cleaning

Bucketsqty 2
Cleaning clothsqty 12
Dish brushesqty 3

Catering

Groceries

Tips

Walk the complete route at least once before printing anything. Check walking times, unclear instructions, dead ends, public access, phone reception, and places where several teams might arrive at once.
Set a registration deadline and collect dietary requirements at the same time. Finalize the participant list before assigning teams, then give each team a captain and share the meeting instructions with them.
Prepare one complete materials pack per team, including team identification, game cards, answer forms, pens, and a clipboard. Add envelopes or numbered sections if teams must receive information in stages.
Plan the starting area for the first 30 minutes: set up tables and chairs, a reception desk, name stickers, team materials, and a visible start banner. Keep the rules short enough to explain in five minutes.
Check the weather forecast 48 hours before the game and again on the morning itself. Charge power banks, phones, the portable speaker, and the megaphone; chill drinks and prepare snacks before participants arrive.

Frequently asked questions

How long does it take to organize a city game?: Allow at least two to four weeks for a small city game. You need time to reserve the starting location, check regulations, test the route, collect registrations, print materials, and prepare team packs.
How many people should be in one city game team?: A practical team size is four to six people. Smaller teams may struggle with navigation and solving tasks, while larger teams can slow down at checkpoints and make it harder for everyone to participate.
When should I send city game invitations?: Send invitations three to four weeks before the event and set the registration deadline about seven days before it. That leaves enough time to finalize teams, contact captains, and print the correct number of game cards and answer forms.
When should I check the city game route?: Walk the route at least one week before the event, then do a final check one or two days beforehand. Confirm access, construction work, weather-related issues, timing, and whether every task still has a clear answer.

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.