LARP event checklist: what to arrange and when

A LARP needs more than a story and costumes. You must secure a venue, set a player limit, write rules, assign characters, prepare the play area and make safety clear before anyone arrives. This checklist also covers registrations, dietary requirements, props, character cards, catering equipment and the final paperwork. Use it to turn the plan into a workable run sheet, with enough time for late costume questions, missing props and last-minute changes to the participant list.

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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

Reserve venue
Confirm event date
Set the participant limit
2 people
Develop the rules
3 people
Write storyline
3 people
Assign roles
3 people
Describe NPC roles
2 people
Set up the play area
2 people
Draw up safety rules
2 people
Draft code of conduct
2 people
Create a registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Send costume information
Register characters
2 people
Make Character Cards
3 people
Write Game Cards
3 people
Gather props
3 people
Check costumes
2 people
Make set pieces
4 people
Make name badges
2 people
Print the run sheet
Print participant list
Check the shopping list
2 people
Do the shopping
3 people
Lay out costumes
2 people
Pack props
2 people
Store food chilled
2 people

Event

Open venue
2 people
Check rooms
2 people
Set up tables
4 people
Set up chairs
4 people
Mark game zones
3 people
Hang up decorations
3 people
Set up props
3 people
Set up registration desk
2 people
Set up the catering table
3 people
Chill drinks
2 people
Set out coffee and tea
2 people
Prepare snacks
3 people
Prepare meal
4 people
Test the equipment
2 people
Briefing for game supervisors
5 people
Brief the NPCs
4 people
Open registration
2 people
Welcome participants
3 people
Give game instructions
3 people
Distribute characters
2 people
Guide the first game scene
5 people
Staff game zones
4 people
Refill drinks
2 people
Refill coffee and tea
Serve snacks
2 people
Distribute game materials
2 people
Announce break
Serve dinner
4 people
Make allergens visible
Assist with the second game scene
5 people
Support the final scene
5 people
Handle prize ceremony
2 people
See participants off
3 people
Collect waste
3 people

Aftercare

Sort props
3 people
Take down decorations
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Clean the floors
2 people
Clean the kitchen
2 people
Collect lost property
Lock up the venue
2 people
Inventory materials
2 people
Return borrowed items
2 people
Send participant message

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Bar stoolsqty 6
Clothes racksqty 3
Storage cratesqty 12
Waste binsqty 6

Tableware

Dinner platesqty 70
Bowlsqty 70
Knivesqty 70
Forksqty 70
Spoonsqty 70
Drinking glassesqty 100
Coffee cupsqty 40
Pitcherqty 6

Kitchen

Serving spoonsqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 6
Serving plattersqty 10
Soup bowlsqty 6
Food warmersqty 4
Coolersqty 4
Thermos flasksqty 4
Cutting board for allergens

Equipment

Kettlesqty 3
Coffee machinesqty 2
Extension cordsqty 4
Power stripsqty 4
Bluetooth speakersqty 2
Microphone
Laptop
Walkie-talkiesqty 8
Spare batteriesqty 24

Lighting

LED lampsqty 12
String lightsqty 6
Flashlightsqty 10

Decorations

Fabric clothsqty 12
Flagsqty 20
Artificial candlesqty 30
Wooden cratesqty 8
Artificial plantsqty 10
Table runnersqty 8

Sports equipment

Safe foam swordsqty 35
Foam shieldsqty 20
Foam batonsqty 12
Practice bowsqty 6
Foam arrowsqty 40
Marker conesqty 20

Cleaning

Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Hand broomsqty 3
Cleaning glovesqty 6
Disinfectant sprayqty 3
Dish brushesqty 3

Catering

Groceries

Tips

Confirm the venue and event date before opening registrations. Check the usable play area, power points, furniture, storage space and food setup, then set the participant limit from the space rather than from interest.
Finish the rules, safety rules and code of conduct before sending invitations. Participants need clear information about boundaries, costume expectations, character registration and how to report a problem.
Prepare character cards and game cards at least 7 days before the event. Keep one printed backup set, because a missing card can interrupt a scene or leave an NPC without usable instructions.
Collect dietary requirements when registrations close, not on the event morning. Plan serving bowls, platters, coolers, food warmers, thermos flasks and enough tableware for the confirmed headcount.
Print the run sheet and participant list 1–2 days before the game, then check every prop, costume, name badge, extension cord, power strip, speaker, microphone and laptop against the shopping list.

Frequently asked questions

How far in advance should I start organising a LARP event?: Start at least 8–12 weeks before the event. Reserve the venue and confirm the date first, then allow several weeks for rules, the storyline, roles, registrations, costumes and props.
How do I set the player limit for a LARP?: Set the limit after checking the playable area, toilets, seating, safety routes and staff capacity. As a practical deadline, fix the limit before invitations go out so you can prepare character cards, catering and name badges for a known number of people.
When should LARP character cards and game cards be ready?: Aim to finish both sets at least 7 days before the event. Print and sort them 1–2 days beforehand, and keep spare copies for replacements or late changes.
What should I check the day before a LARP event?: Use the shopping list and run sheet to check the venue setup, props, costumes, badges, printed participant list, food equipment and power supplies. Complete this check 1–2 days before the event, leaving the event morning for setup rather than problem-solving.

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