How to organize an escape room outing

An escape room plan has two parts: securing the booking and making sure everyone arrives ready to play. Start by choosing the room and time, then build the guest list around its capacity before arranging dinner or transport. The details people most often miss are dietary requirements, route information, emergency contacts, and the venue’s arrival rules. Use the final week to confirm attendance and reservations, then prepare drinks, snacks, and any gift or decorations without delaying the game.

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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
Book the escape room
2
Reserve restaurant
3
Create the participant list
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Confirm attendance
8
Arrange transport
9
Share route details
10
Check reservations
11
Check the shopping list
12
Do the shopping
2 people
13
Chill drinks
14
Set out snacks
15
Collect decorations
16
Wrap the gift and card
17
Note emergency contacts
18
Check the venue in advance
19
Set up tables and chairs
2 people
20
Hang decorations
2 people
21
Set out dishes and cups
22
Arrange snacks on platters

Event

23
Receive participants
2 people
24
Serve welcome drinks
25
Explain the game rules
26
Take group photo
27
Play escape room
8 people
28
Refill drinks
29
Serve snacks
30
Present gift
31
Travel to the restaurant
8 people
32
Oversee dinner
2 people
33
Check the Bill
34
Escort the return trip
2 people

Aftercare

35
Pack leftover food
36
Collect waste
2 people
37
Clear tables and chairs
2 people
38
Wash dishes
2 people
39
Clean the venue
2 people
40
Remove decorations
2 people
41
Return materials
42
Finalize supplier agreements
43
Check lost and found items

What to bring

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

Furniture

Foldable tablesqty 2
Folding chairsqty 8
Tableclothsqty 2

Tableware

Reusable cupsqty 16
Platesqty 16
Cutlery setsqty 16
Wine glassesqty 8
Serving plattersqty 4
Serving utensilsqty 4

Equipment

Coolersqty 2
Ice cube traysqty 2
Bluetooth speaker
Chargersqty 2
Power banksqty 2

Kitchen

Cutting boardsqty 2
Chef's knifeqty 2
Bread knife
Kettle
Coffee maker
Thermos
Cooler bag

Decorations

Balloonsqty 20
Garlandqty 2
Table décorqty 2
Name badgesqty 8
Gift bag
Map

Cleaning

Waste binsqty 2
Dishwashing tub
Spongesqty 4
Tea towelsqty 4
Towelsqty 2
Broom
Dustpan and brush

Catering

Groceries

Tips

Book the escape room before inviting people, and check the player limit, start time, arrival time, cancellation terms, and whether the room is accessible. Leave at least 15 minutes between the requested arrival time and the game start.
Send invitations as soon as the room is booked, with a clear reply deadline. Ask for dietary requirements at registration and confirm the final headcount at least 7 days before the event.
Reserve the restaurant only after you know the likely group size and game end time. Allow around 90 minutes after the escape room for dinner, plus extra time if the venue is not within walking distance.
Arrange transport and share the route details at least 3 days beforehand. Include the meeting point, parking or public transport information, the venue’s phone number, and one emergency contact.
Check the booking and shopping list the day before, then chill drinks and prepare snacks before participants arrive. Set out cups, plates, serving platters, and any decorations early so the rules briefing can start on time.

Frequently asked questions

How far in advance should I book an escape room?: Book 2 to 4 weeks ahead for a small group, and earlier for weekends or larger groups. Confirm the player limit and arrival time before sending invitations.
When should I send escape room invitations?: Send them as soon as the room is booked, ideally at least 2 weeks before the event. Set the RSVP deadline 7 days before the date so you can confirm the reservation and restaurant.
How early should we arrive at an escape room?: Plan to arrive 15 minutes before the stated start time, or earlier if the venue requests it. Share the route and meeting point at least 3 days in advance so late arrivals do not hold up the briefing.
What food and drinks should I arrange for an escape room?: Prepare welcome drinks and easy-to-serve snacks before guests arrive, then plan a meal separately if one follows the game. Buy enough for the confirmed headcount and check dietary requirements no later than 7 days beforehand.

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.