Night game checklist: what to arrange and when

A night game needs more preparation than a daytime activity because the route, lighting and supervision all have to work after dark. Start by booking the venue, setting the game area and collecting registrations and emergency details. During the final week, test every flashlight, print the route materials and pack supplies by station. On the day, scout the area in daylight, mark boundaries and check the venue again before participants arrive. This checklist keeps the planning in a practical order.

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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 the venue and grounds
Send invitations
2 people
Process registrations
Collect dietary requirements
Collect emergency contact details
Scout the play area during the day
2 people
Define the route and safety boundaries
2 people
Work out the game rules and schedule
2 people
Assign teams and supervisors
2 people
Create game stations and assignments
3 people
Print clue cards and route maps
2 people
Pack game materials by station
3 people
Do the shopping
2 people
Test lanterns and flashlights
2 people
Charge batteries and power banks
Check first aid supplies
Check the weather forecast and site
2 people
Print participant list and emergency numbers
Prepare food
3 people
Bring materials to the venue
3 people
Check the venue for safety
3 people
Set up tables and seating
3 people
Hang and set up lighting
3 people
Mark the start and finish area
3 people
Set up activity stations
6 people
Instruct supervisors at game stations
2 people
Set up the registration desk
2 people

Event

Receive participants
3 people
Register attendance
2 people
Serve food and drinks
4 people
Explain the game rules and boundaries
2 people
Guide teams to their starting points
6 people
Guide game stations
8 people
Staff the central post
2 people
Refill drinks
2 people
Welcome participants at the finish
3 people
Announce the results
2 people
Ensure participants leave safely
3 people

Aftercare

Clear away game stations and markings
6 people
Clear away furniture and lighting
4 people
Collect and sort waste
3 people
Wash dishes and kitchen equipment
3 people
Leave the site clean and empty
4 people
Check and dry materials
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Foldable tablesqty 4
Folding chairsqty 40
Party tent
Tableclothsqty 4

Lighting

Headlampsqty 40
Flashlightsqty 12
LED lanternsqty 10
String lightsqty 4
Spare batteriesqty 40

Equipment

Walkie-talkiesqty 10
Power banksqty 4
Mobile phonesqty 4
Megaphone

Sports equipment

Conesqty 30
Ropeqty 100
Hoopsqty 6
Ballqty 4
Blindfoldsqty 12

Game materials

Waterproof task cardsqty 30
Route mapsqty 12
Stamp cardsqty 40
Pensqty 30

Marking

Barrier tapeqty 6
Reflective ribbonsqty 40
Number signsqty 12

Safety

First aid kit
Safety vestsqty 12
Emergency blanketsqty 4
Fire extinguisher

Tableware

Reusable cupsqty 50
Platesqty 50
Cutlery setsqty 50
Serving spoonsqty 4

Kitchen

Coolersqty 3
Thermos flasksqty 4
Soup bowlsqty 50
Cutting boardsqty 3
Knivesqty 6

Cleaning

Dishpanqty 2
Dish brushesqty 3
Hand broomsqty 2

Catering

Groceries

Tips

Scout the play area in daylight, not just after sunset. Walk the full route and mark hazards, boundaries, the start and finish, and any sections that need extra lighting or supervision.
Set a firm registration deadline at least 7 days before the game. Use the final participant list to assign teams, supervisors and stations, and collect dietary requirements and emergency contacts at the same time.
Test headlamps, flashlights and lanterns 2–3 days before the event. Charge all batteries and power banks, then pack spare batteries and one backup light for each active station.
Print and pack waterproof task cards, route maps and stamp cards by station at least 1 day ahead. Add pens, signs and marking materials to each pack so supervisors do not have to search for supplies during the game.
Prepare food and drinks before bringing the game equipment to the venue. Allow at least 60 minutes before the start for tables, seating, lighting, safety markings and activity stations, followed by a final venue check.

Frequently asked questions

How far in advance should I plan a night game?: Book the venue and send invitations at least 3–4 weeks before the event. Set the registration deadline 7 days beforehand so there is time to assign teams, supervisors and food requirements.
How many supervisors do I need for a night game?: Assign at least one supervisor to every active station and one person who can coordinate the route. Add extra supervision where the route splits, crosses a road or includes blindfolds or other restricted-vision activities.
When should I check the night game route?: Walk and define the route during daylight at least 1 day before the event, then inspect the venue again before setup. A daylight check reveals trip hazards, while the final check confirms that markings and lighting are visible after dark.
What should I do if the weather forecast changes?: Check the forecast 48 hours before the event and again on the day itself. Keep waterproof task cards, a covered food area and a clear postponement or indoor backup decision ready before participants arrive.

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