How to organize a city game from start to finish

A city game works best when the route, challenges and checkpoint schedule are fixed before you invite anyone. Start by choosing the play area and finish point, then develop the scoring system and test every task on location. After registration, assemble balanced teams, assign hosts to checkpoints and send participants one clear information pack. Leave time for route safety checks, printing, packing team envelopes and preparing drinks and food; those details are often left until the final 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
Set the route and play area
2 people
2
Reserve starting location
3
Request required permission
4
Develop the game concept and scoring
2 people
5
Create game tasks
3 people
6
Create a registration form
7
Send invitations
2 people
8
Recruit game hosts
2 people
9
Process registrations
10
Collect dietary requirements
11
Assemble teams
2 people
12
Assign checkpoint coverage
2 people
13
Check the entire route
2 people
14
Test game tasks on location
3 people
15
Check safe walking routes
2 people
16
Send participant information
17
Order prizes and game materials
18
Purchase supplies
2 people
19
Print game cards and route cards
2 people
20
Prepare team envelopes
3 people
21
Pack checkpoint materials per post
3 people
22
Prepare score sheets
2 people
23
Print team assignments
24
Chill drinks
2 people
25
Prepare snacks and sandwiches
3 people
26
Fully charge equipment
27
Check the weather forecast and measures

Event

28
Check the venue and materials
2 people
29
Set up tables and chairs
4 people
30
Set up the reception and registration point
2 people
31
Place route signs and arrows
3 people
32
Build checkpoint stations
6 people
33
Set up the catering and drinks point
3 people
34
Instruct game leaders
2 people
35
Register participants
3 people
36
Hand out team cards and materials
3 people
37
Explain the rules and safety
2 people
38
Host the city game
8 people
39
Serve drinks and snacks
3 people
40
Refill drinks
2 people
41
Collect score sheets
2 people
42
Check scores and determine the winner
3 people
43
Handle prize ceremony
2 people
44
See participants off
2 people

Aftercare

45
Collect checkpoint materials
4 people
46
Dismantle furniture and decor
4 people
47
Wash dishes and supplies
3 people
48
Collect and sort waste
3 people
49
Clean the starting location
3 people
50
Remove route signs and arrows
3 people
51
Collect lost and found items
52
Inventory and store materials
2 people
53
Return borrowed materials
2 people

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 50
Party tentsqty 2
Coat racksqty 2

Equipment

Portable speaker
Wireless microphone
Power banksqty 8
USB chargersqty 8
Extension cordsqty 3
Power stripsqty 3

Sports equipment

Clipboardsqty 12
Stopwatchesqty 8
Whistlesqty 8
Traffic conesqty 20
Vests for supervisorsqty 10

Paperwork

Route mapsqty 12
Game bookletsqty 12
Score sheetsqty 20
Team badgesqty 50
Checkpoint instructionsqty 12
Directional signsqty 30
Envelopesqty 20
Name stickersqty 60
Notepadsqty 12
Pensqty 60
Markersqty 12
Poster puttyqty 6
Waterproof markersqty 12

Catering

Coolersqty 4
Thermos flasksqty 4
Groceries

Tableware

Reusable drinking glassesqty 60
Reusable coffee cupsqty 50
Reusable platesqty 60
Reusable cutleryqty 60
Serving plattersqty 8
Scissorsqty 6

Decorations

Tableclothsqty 6
Balloonsqty 100
Balloon ribbonqty 2

Lighting

LED string lightsqty 4

Cleaning

Waste binsqty 6
Dustpans and brushesqty 2
Mop set

Tips

Set the route before writing the game tasks. Mark the start, finish and every checkpoint on a route map, then check walking times and safe crossing points in daylight.
Test every challenge with a small group on location at least one week before the game. Record the expected completion time and remove tasks that depend on unclear instructions, unavailable access or unreliable phone coverage.
Close registration 5–7 days before the event so you can assemble teams, collect dietary requirements and print team assignments, badges, game booklets and score sheets without last-minute changes.
Assign checkpoint hosts with written instructions and a backup contact. Pack each post separately with its clipboard, stopwatch, pens, task materials and any signs needed to direct teams.
Prepare the start area the day before: charge power banks, pack envelopes and route cards, chill drinks, and portion snacks and sandwiches. Keep a separate envelope with spare markers, tape and printed instructions.

Frequently asked questions

How far in advance should I organize a city game?: Start planning 6–8 weeks ahead if the game needs several checkpoints, hosts or permission for public space. Finish the route and request permission early, then test the complete game at least 7 days before the event.
How many people should be on a city game team?: Use teams of 4–6 people for most city games. This is large enough to solve tasks together but small enough to move through streets and checkpoints without creating a slow group.
When should city game registration close?: Close registration 5–7 days before the game. That gives you time to process names and dietary requirements, create teams, assign checkpoint coverage and print the final materials.
How do I keep a city game safe?: Walk the entire route once before the event and check crossings, construction, narrow pavements and poorly lit sections. Send participants the route rules and emergency contact details at least 24 hours beforehand, and brief every host before teams start.

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.