Laser Game Outing Checklist

A laser game outing runs smoothly when the game booking, player information and practical arrangements are handled in the right order. Start by confirming the venue and time, then collect registrations, dietary requirements and payments before setting the final headcount. On the day, allow time for the reception desk, team assignments, food, drinks and equipment checks. This checklist also covers details people often leave until too late, such as transport instructions, printed information and charging cables.

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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

Book laser tag
Confirm location and time
Send invitations
Process registrations
Collect dietary requirements
Update participant list
Check payments
Share transport and route
Report the final headcount
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Prepare food
3 people
Collect materials
2 people
Print participant information
Check the venue
2 people
Set up tables
3 people
Set up chairs
3 people
Set up the buffet
3 people
Set out tableware
2 people
Hang decorations
2 people
Connect the music
Set out game layouts
Set up the reception desk
2 people
Prepare team assignments
2 people

Event

Receive participants
3 people
Register attendance
2 people
Serve welcome drinks
2 people
Provide game instructions
2 people
Assign teams
2 people
Guide the laser tag rounds
3 people
Refill drinks
2 people
Serve snacks
2 people
Open the dinner buffet
3 people
Serve dinner
3 people
Serve coffee and tea
2 people
Handle prize ceremony
2 people
Guide the free social time
2 people

Aftercare

Pack leftovers
2 people
Collect waste
3 people
Wash dishes
2 people
Clear tables and chairs
3 people
Clean the venue
3 people
Load materials
2 people
Return borrowed items
2 people
Check the final bill

What to bring

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

Furniture

Tablesqty 6
Chairsqty 36
Buffet tablesqty 2
Waste binsqty 4

Tableware

Reusable platesqty 36
Reusable bowlsqty 36
Reusable glassesqty 50
Coffee cupsqty 36
Cutlery setsqty 36
Serving bowlsqty 8
Serving spoonsqty 8

Kitchen

Cutting boardsqty 3
Chef’s knives and bread knivesqty 6
Serving tongsqty 4
Kettlesqty 2
Coffee maker
Thermos flasksqty 3

Equipment

Bluetooth speaker
Extension cordsqty 3
Power stripsqty 3
Charging cablesqty 4

Sports equipment

Laser tag vestsqty 30
Laser tag gunsqty 30
Team ribbonsqty 30
Score sheetsqty 40
Pensqty 10

Decorations

Balloonsqty 40
Buntingqty 6
Welcome sign
Prizesqty 3

Lighting

LED lampsqty 4
Light-up wristbandsqty 36

Cleaning

Bucketsqty 2
Spongesqty 6
Microfiber clothsqty 10
Dish brushesqty 2

Catering

Groceries

Tips

Book the laser tag session before sending invitations, and confirm the location, start time, arrival time and rules in the same message. Players need these details before they register.
Set a registration deadline at least 7 days before the outing. Use the final list to check payments, dietary requirements and team sizes, then report the confirmed headcount to the venue.
Share the route and transport information at least 3 days in advance. Include where participants should meet and how early they need to arrive for check-in and team assignments.
Prepare food and chill drinks before guests arrive, rather than during the game briefing. Plan serving bowls, tongs, reusable tableware and waste bins so the buffet can run without interrupting the schedule.
Check power and charging needs during the venue inspection. Test the Bluetooth speaker, extension cords, power strips and charging cables, and keep the printed participant information at the reception desk.

Frequently asked questions

How far in advance should I book a laser game outing?: Book the laser tag session as soon as you know the preferred date, especially for larger groups. Set the registration deadline at least 7 days before the outing so you can confirm the headcount and team assignments.
When should I send laser game invitations?: Send invitations after the venue, time and arrival instructions are confirmed. Give people at least 14 days to respond, then leave 7 days to process registrations, check payments and collect dietary requirements.
How many drinks do I need for a laser game outing?: For the first hour, allow 2 to 3 drinks per person, then add water for the rest of the outing. Chill the drinks before guests arrive and keep extra cups available at the buffet.
When should I prepare the laser game teams?: Prepare team assignments after the registration deadline, when the final participant list is complete. Aim to finish them at least 1 day before the outing so team ribbons, score sheets and pens are ready at reception.

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