How to organize a forest game without losing track of the details

A forest game needs more than a route and a few challenges. Start by securing permission and a meeting point, then build the plan around the route, teams and game stations. Give yourself time to collect registrations, dietary requirements and materials before the event day. The biggest problems usually appear when markings, lighting, safety information or team instructions are left until the last few hours.

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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
Request permission to use the forest
2
Reserve starting location
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Finalize participant list
7
Check forest route
2 people
8
Develop game assignments
2 people
9
Mark the play areas
3 people
10
Prepare team assignments
11
Check the weather forecast
12
Do the shopping
2 people
13
Collect game materials
2 people
14
Create prints and scorecards
15
Prepare first aid and emergency information
16
Set up the tables and tent
4 people
17
Hang lighting
3 people
18
Set up game stations
4 people
19
Set out food and drinks
3 people
20
Instruct team leaders
2 people

Event

21
Staff the registration desk
2 people
22
Register participants
2 people
23
Give the safety briefing
2 people
24
Divide teams and hand out bibs
3 people
25
Guide the first game round
6 people
26
Staff game stations
8 people
27
Serve break drinks
2 people
28
Guide the second round of the game
6 people
29
Serve dinner
4 people
30
Refill drinks
2 people
31
Guide the third evening round
6 people
32
Check flashlights and lighting
2 people
33
Calculate final score
2 people
34
Announce the winners
35
Check participants out safely
3 people

Aftercare

36
Remove game markers
4 people
37
Collect materials
4 people
38
Wash dishes
3 people
39
Collect waste
3 people
40
Clean the grounds
4 people
41
Take down tables and tent
4 people
42
Clear away lighting
3 people
43
Return borrowed materials
2 people
44
Store leftover food
2 people

What to bring

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

Furniture

Party tentqty 2
Foldable tablesqty 6
Folding chairsqty 12

Sports equipment

Colored ribbonsqty 120
Reflective Vestsqty 50
Conesqty 30
Ropesqty 10
Assignment cardsqty 40
Scorecardsqty 50
Clipboardsqty 10
Waterproof markersqty 20
Whistlesqty 10
Compassesqty 12

Lighting

Headlampsqty 45
LED lanternsqty 12
Spare batteriesqty 80
Reflective markingqty 2

Equipment

Walkie-talkiesqty 10
Megaphone

Tableware

Reusable cupsqty 60
Reusable platesqty 60
Reusable cutleryqty 60
Serving spoonsqty 6

Kitchen

Coolersqty 4
Ice packsqty 20
Water jerry cansqty 4
Thermos flasksqty 4
Cutting boardsqty 4
Bread knivesqty 4
Serving plattersqty 8

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Hand sanitizerqty 4
First aid kitsqty 2

Catering

Groceries

Tips

Request permission to use the forest before sending invitations, and reserve the starting location at the same time. Confirm where tables, a tent and the registration desk can be placed.
Check the full route on foot before finalizing assignments. Mark play areas with cones, ribbons or reflective marking, and allow extra time for teams to move between stations.
Close registration early enough to prepare balanced teams, bibs, scorecards and dietary information. A final participant list 2–3 days before the event gives you time to print everything and brief team leaders.
Prepare one clearly labelled kit for each game station, including assignment cards, waterproof markers, clipboards and any ropes or compasses needed. Keep spare batteries, whistles and emergency information at the registration point.
Plan for low light and changing weather, even if the game starts during the day. Set up headlamps or lanterns, test walkie-talkies, and keep water, food and reusable tableware ready before participants arrive.

Frequently asked questions

How far in advance should I organize a forest game?: Start at least 4–6 weeks ahead if you need permission to use the forest and want to invite participants. Confirm the route, assignments and materials during the final week, with the participant list fixed 2–3 days before the event.
How do you plan teams for a forest game?: Use the final registration list to create teams of a manageable size, then prepare colored ribbons or bibs for quick identification. Give each team a scorecard and assign a team leader before the safety briefing.
What should I prepare for a forest game in bad weather?: Check the forecast 24–48 hours beforehand and provide a covered starting area with a party tent if needed. Protect assignment cards and scorecards from rain, and have lighting, spare batteries and drinking water ready regardless of the forecast.
How early should participants arrive for a forest game?: Open registration 20–30 minutes before the first game round. Use that time to register participants, hand out bibs, divide teams and give the safety briefing before sending the first teams to their stations.

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.