How to organize an escape room competition

Start by deciding how teams will compete, how long each round lasts and how winners are ranked. Then reserve suitable rooms, choose themes and write rules that cover hints, time limits, scoring and ties. Registration needs to close early enough to assign balanced teams and collect dietary requirements. Before participants arrive, test every puzzle, pack each room separately and print the schedule so supervisors can run rounds without guessing.

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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 competition format
2 people
2
Reserve venue and rooms
3
Choose escape room themes
3 people
4
Write out the game rules
2 people
5
Send invitations
2 people
6
Process registrations
7
Collect dietary requirements
8
Test escape room tasks
4 people
9
Check puzzle materials
2 people
10
Assign teams
2 people
11
Confirm team assignments
12
Instruct game leaders
3 people
13
Check the shopping list
14
Do the shopping
2 people
15
Pack puzzle sets per room
3 people
16
Print the match schedule
17
Check the venue and keys
2 people
18
Set up tables and chairs
4 people
19
Set up escape rooms
6 people
20
Set up puzzles and locks
6 people
21
Test equipment and timers
3 people
22
Prepare the buffet and drinks station
3 people
23
Set up the registration table
2 people
24
Hold a briefing for supervisors
4 people

Event

25
Receive participants
3 people
26
Guide teams to the starting position
4 people
27
Explain the competition rules
2 people
28
Supervise the first round
6 people
29
Reset puzzles between rounds
6 people
30
Process the interim results
2 people
31
Supervise the second round
6 people
32
Refill drinks
2 people
33
Serve snacks and buffet
3 people
34
Guide the final round
6 people
35
Check scores
2 people
36
Announce the winner
2 people
37
Present prizes
2 people
38
See participants off
3 people

Aftercare

39
Collect puzzles and decorations
5 people
40
Wash dishes and supplies
3 people
41
Collect and sort waste
3 people
42
Clean rooms
4 people
43
Put furniture back
4 people
44
Lock up the venue
2 people
45
Return borrowed materials
2 people
46
Share results and photos

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Buffet tablesqty 2
Coat racksqty 2
Waste binsqty 4

Equipment

Laptopsqty 4
Tabletsqty 4
Stopwatchesqty 8
Bluetooth speakersqty 4
Extension cordsqty 6
Power stripsqty 6
Power banksqty 6
Printers

Game materials

Combination locksqty 16
Padlocksqty 12
Crates with locksqty 8
UV lampsqty 8
UV markersqty 8
Puzzle cardsqty 80
Envelopesqty 80
Notepadsqty 16
Pensqty 40
Calculatorsqty 8
Magnetic lettersqty 8
Puzzle accessoriesqty 8

Decorations

Themed decorationsqty 8
Directional signsqty 12
Team color cardsqty 60
Race number cardsqty 8

Lighting

LED lightsqty 12
Battery lanternsqty 8

Tableware

Reusable cupsqty 80
Platesqty 60
Cutlery setsqty 60
Coffee cupsqty 40

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving traysqty 8
Scissorsqty 8
Rolls of tapeqty 8
Table runnersqty 8

Catering

Groceries

Tips

Set the format before inviting anyone: decide team size, number of rounds, time limits and whether the winner is based on fastest escape, points or total time. Put tie-break rules in writing so supervisors do not have to improvise.
Close registrations at least 7 days before the competition. Use the final list to assign teams, confirm assignments and prepare team colour cards, race numbers and a printed match schedule.
Test every escape room task with a stopwatch before event day, including combination locks, padlocks, UV clues, tablets and timers. Leave enough time for a second test after the rooms are fully set up.
Pack one complete puzzle set per room in labelled crates or envelopes. Keep puzzle cards, notepads, pens, locks and accessories together so a missing item is found before a round starts rather than during it.
Plan the venue check as a separate step on the day: confirm keys, power, extension cords, room layout, directional signs, registration and the buffet station. Brief game leaders before participants arrive and give them the same rules and timing instructions.

Frequently asked questions

How far in advance should I organize an escape room competition?: Reserve the venue and rooms at least 6 to 8 weeks ahead, especially if several rooms are needed at the same time. Close registrations about 7 days before the event so teams, dietary information and the match schedule can be finalized.
How many people should be on an escape room competition team?: Use the room capacity and puzzle design as the limit, but teams of 4 to 6 people are usually manageable. Keep team sizes consistent where possible, then assign teams only after registrations close.
How long should each escape room round last?: Allow 45 to 60 minutes for a round, followed by at least 10 to 15 minutes for resetting puzzles and moving teams. Add extra time to the schedule if rooms have different capacities or travel distances.
What should I test before an escape room competition?: Test every puzzle from start to finish with a stopwatch, including locks, UV clues, electronics, timers and the final solution. Complete the test at least once before setup and once after all materials are placed in the rooms.

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.