How to organize a city game from start to finish

A city game needs more than a clever route and a few puzzles. Start by fixing the concept, route, start point, finish point, and timing before you invite anyone. Then build the assignments, check safety and permits, divide players into teams, and prepare one complete pack of materials for each team. Most problems happen when route checks, weather plans, printed game cards, or host schedules are left until the last day.

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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
Record the game concept and route
2 people
2
Reserve the start and finish locations
3
Check permits and notifications
4
Check the route for safety
2 people
5
Develop game assignments
2 people
6
Design puzzle materials
2 people
7
Create an emergency scenario and contact list
8
Send invitations
9
Process registrations
10
Collect dietary requirements
11
Create team assignments
2 people
12
Schedule game hosts
13
Order catering and drinks
14
Check the weather forecast
15
Check the route again
2 people
16
Print game cards and route booklets
2 people
17
Pack materials per team
2 people
18
Do the shopping
2 people
19
Chill drinks
2 people
20
Prepare snacks and buffet
3 people
21
Set up the starting location
4 people
22
Set up tables and chairs
3 people
23
Hang up decorations
2 people
24
Set out team bags
2 people
25
Test sound equipment
2 people
26
Give briefing to supervisors
2 people

Event

27
Receive participants
4 people
28
Divide teams and hand out badges
4 people
29
Give game instructions
2 people
30
Send teams out
4 people
31
Staff game stations
6 people
32
Record intermediate results
2 people
33
Refill drinks
2 people
34
Serve snacks
3 people
35
Welcome teams at the finish
3 people
36
Check answers and scores
2 people
37
Open the dinner buffet
3 people
38
Announce the winner
39
Provide music and free drinks
2 people

Aftercare

40
Collect game materials
3 people
41
Dismantle the buffet and bar
3 people
42
Collect and sort waste
3 people
43
Wash dishes
2 people
44
Clean the venue
3 people
45
Check and dry materials
2 people
46
Return borrowed materials
2 people

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 45
Buffet tablesqty 3
Coat racksqty 2

Equipment

Portable speakersqty 2
Wireless microphone
Power banksqty 8
Extension cordsqty 3
Power stripsqty 3

Game materials

Team backpacksqty 8
Clipboardsqty 8
Pensqty 30
Pencilsqty 20
City mapsqty 50
Team bibsqty 40
Name stickersqty 50
Envelopesqty 50
Conesqty 20
Ropeqty 2
Stopwatchesqty 8
Calculatorsqty 8

Lighting

LED lampsqty 6
Flashlightsqty 8

Decorations

Buntingqty 8
Balloonsqty 100
Tableclothsqty 9

Tableware

Reusable cupsqty 60
Platesqty 60
Cutlery setsqty 60
Coffee cupsqty 40

Kitchen

Coolersqty 4
Serving traysqty 8
Serving spoonsqty 6
Cutting boardsqty 3
Chef's knifeqty 3
Thermos flasksqty 4

Safety

First aid kitsqty 2
Safety vestsqty 8

Cleaning

Waste binsqty 6

Catering

Groceries

Tips

Set the route before writing the assignments. Walk it once in daylight and again close to the planned game time, checking crossings, construction, poor lighting, and places where teams could block pedestrians.
Plan the game in clear phases: concept and locations first, then permits and safety, then puzzles and team logistics, followed by printing, packing, setup, and the final route check.
Prepare one team backpack per team. Include the required maps, clipboards, pens or pencils, envelopes, team bibs, stopwatch, calculator, and any puzzle materials before participants arrive.
Collect registrations and dietary requirements before ordering catering. Use the final headcount to plan drinks, snacks, buffet portions, reusable cups, plates, cutlery, and coffee cups rather than guessing on the day.
Assign hosts to specific time slots and give them the emergency contact list. Test the portable speaker, wireless microphone, power banks, extension cords, and power strips before setup, especially if the finish includes announcements or food.

Frequently asked questions

How long does it take to organize a city game?: Allow at least 3 to 4 weeks for a city game with a custom route and puzzles. Use the first week for the concept, locations, safety checks, and permits; reserve the final 2 to 3 days for printing, packing, shopping, and setup.
How many people should be in one city game team?: A practical team size is 4 to 6 people, because everyone can take part without making the group difficult to manage in public spaces. Finalize team assignments after registrations close, ideally 3 to 5 days before the game.
When should I check the city game route?: Check the route when you design it and walk it again 24 to 48 hours before the event. Look for roadworks, closures, unsafe crossings, missing landmarks, weather-related hazards, and places where the instructions no longer work.
What should I prepare for bad weather during a city game?: Make the weather decision no later than 24 hours before the start. Prepare an alternative route or indoor finish, protect printed game cards and maps, and confirm that lighting, power, catering, and host arrangements still work if the forecast changes.

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.