Outdoor escape game checklist: what to arrange and when

An outdoor escape game needs more than a set of puzzles and a start time. You have to secure a suitable route, test every lock and clue, brief teams clearly, and prepare for changing weather. This checklist puts the work in a useful order, from choosing the concept and booking the venue to packing game stations and checking the grounds. Use it to avoid late setup, missing materials and clues that fail in daylight or rain.

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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

Choose the escape concept and theme
2 people
Reserve outdoor venue
Send invitations
Process registrations
Collect dietary requirements
Calculate catering quantities
Develop the game route
2 people
Write puzzles and clues
2 people
Create game story and briefing
Confirm catering booking
Check the weather forecast
Record the backup bad weather plan
2 people
Purchase game materials
2 people
Test game materials
2 people
Laminating signs
2 people
Assign teams and start order
Send practical info to participants
Check the shopping list
Do the shopping
2 people
Sort game materials by mail
2 people
Pack game stations
2 people
Walk through the venue and route
2 people

Event

Fill coolers
2 people
Inspect the grounds
2 people
Set up tables and chairs
3 people
Set up the marquee and reception point
3 people
Set up activity stations
3 people
Check puzzles and locks
2 people
Set up the catering buffet
3 people
Receive participants
2 people
Explain the rules and safety
Guide teams to their starting points
3 people
Monitor the game progress and timing
2 people
Give teams clues
2 people
Refill drinks
2 people
Serve snacks and meals
3 people
Announce the winner
Host the open bar
2 people

Aftercare

Collect used dishes
2 people
Collect game materials
3 people
Clean up the venue
4 people
Sort and remove waste
2 people
Wash dishes and kitchen equipment
2 people
Leave venue clean
2 people
Return borrowed items
Store game materials dry
2 people

What to bring

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

Furniture

Party tentqty 2
Foldable tablesqty 6
Folding chairsqty 24
Buffet tableqty 2
Tableclothsqty 6
Waste binsqty 4

Game materials

Lock boxesqty 6
Padlocksqty 12
Combination locksqty 8
Cratesqty 8
Envelopesqty 40
Directional cardsqty 40
Assignment cardsqty 30
Compassqty 6
Flashlightsqty 8
UV flashlightsqty 6
Permanent markersqty 12
Notebooksqty 24
Pencilsqty 30
Measuring tapesqty 6
Conesqty 20
Barrier tapeqty 4
Directional signsqty 12
Clipboardsqty 8
Prize trophy

Equipment

Portable speakerqty 2
Megaphone
Extension cordsqty 3
Power stripsqty 3
Power banksqty 6
Rechargeable batteriesqty 24
Battery chargersqty 4

Lighting

String lightsqty 6
LED lanternsqty 8

Tableware

Glassesqty 30
Coffee cupsqty 24
Platesqty 30
Cutlery setsqty 30
Serving plattersqty 8
Serving tongsqty 6

Kitchen

Coolersqty 4
Thermos flasksqty 4
Water jugsqty 4
Cutting boardsqty 3
Bread knivesqty 3
Kitchen knivesqty 3
Table runnersqty 6

Cleaning

First aid kit
Hand soapqty 2
Dish brushesqty 3

Catering

Groceries

Tips

Walk the full route at least once before game day, including every station and transition between teams. Check that signs, cones and barrier tape are visible without giving away the next clue.
Test every lock, lock box, envelope and assignment card with someone who has not seen the solution. Do this several days before the event so faulty combinations or unclear wording can still be replaced.
Set a firm deadline for registrations and dietary requirements, preferably 5–7 days before the game. Use the final headcount to calculate catering and assign teams and start times.
Write the bad-weather plan down before checking the forecast. Decide which stations can move under a party tent or indoors, and tell participants what clothing or timing changes to expect.
Pack each game station separately and label it with its location and order. Keep backup power banks, flashlights and spare writing materials together rather than searching for them during the briefing.

Frequently asked questions

How long does it take to organise an outdoor escape game?: Allow at least 2–4 weeks for a small event, and longer if you are creating the puzzles yourself. Reserve the venue first, then leave several days for testing the route and materials before game day.
How many clues should an outdoor escape game have?: Plan around 6–10 main puzzles for a game lasting roughly 60–90 minutes, depending on how difficult they are. Test the complete route with a small group and remove or simplify clues if teams spend more than 10–15 minutes stuck at one station.
When should I send practical information to participants?: Send the main instructions 3–5 days before the event, including the meeting point, start time, clothing, footwear and weather plan. Send a short reminder on the day before if the forecast or route conditions require changes.
What should I do if it rains during an outdoor escape game?: Make the backup plan before the forecast becomes urgent, ideally at least 48 hours in advance. Protect paper clues in envelopes or covers, move vulnerable stations under shelter, and decide whether the game can continue, pause or be rescheduled.

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