Pub crawl checklist: what to arrange and when

A pub crawl needs more planning than choosing a few bars. You need a workable route, confirmed reservations, a clear guest list and a simple way to keep everyone together. Start by checking travel times and venue capacity, then handle registrations, dietary requirements and emergency contacts before the final week. On the night, badges, route maps, charged phones, water and a clear meeting point prevent small delays from becoming a lost group.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Select route and bars
2 people
Contact bars
Make reservations
Send invitations
Process registrations
Collect dietary requirements
Check route for allergies
Finalize participant list
Confirm reservations
Share the route and house rules
Collect emergency contacts
Do the shopping
2 people
Print route maps
Prepare participant badges
Lay out cash and payment methods
Charge phones
Check the starting point
2 people
Set up reception table
2 people
Hang decorations
2 people
Chill drinks
2 people
Prepare snacks
2 people

Event

Register attendance
2 people
Hand out badges and route maps
2 people
Serve welcome snacks
2 people
Hand out water
2 people
Explain the route and safety guidelines
Guide group to first pub
2 people
Check the reservation at the first pub
Guide a group between bars
2 people
Check reservations en route
Count participants as they leave
2 people
Refill drinks at the starting point
Escort participants to the finish
2 people
Do a final attendance check
2 people
Settle outstanding bills
See participants off safely
2 people

Aftercare

Break down the table and supplies
2 people
Collect waste
2 people
Clean the starting area
2 people
Collect lost and found items
Return materials
2 people
Process outstanding payments
Send thank-you message

What to bring

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

Furniture

Folding table

Communication

Route mapsqty 25
Participant badgesqty 25
Badge holdersqty 25
Wristbandsqty 25
Ballpoint pensqty 6
Waterproof markersqty 2
Clipboardsqty 2
Labelsqty 30
Envelopesqty 25

Equipment

Power banksqty 2
Charging cablesqty 4
Flashlightsqty 3

Safety

Reflective vestsqty 2
First aid kit
Hand sanitizerqty 2

Catering

Reusable cupsqty 30
Serving bowlsqty 5
Serving tongsqty 3
Coolersqty 2
Ice packsqty 8
Corkscrew
Bottle openersqty 2
Thermos bottlesqty 2
Groceries

Decorations

Buntingqty 4
Balloonsqty 30
Balloon ribbon
Tableclothsqty 2

Cleaning

Waste binsqty 2

Finances

Cash box
Payment envelopesqty 5

Tips

Choose the route before contacting bars. Allow enough time between stops for the group to walk, use the toilet and order without making the next reservation late.
Contact every bar before sending the final invitation. Confirm the booking, expected arrival time, group size, payment method and any rules about outside snacks or reserved areas.
Close registrations several days before the crawl and use the final participant list to check dietary requirements, emergency contacts and the number of badges, maps and wristbands needed.
Prepare the welcome point before people arrive. Put the folding table, route maps, badges, pens and attendance list together, and keep water and welcome snacks ready for registration.
Charge phones and power banks on the day, then check the starting point and route in person. Pack flashlights, reflective vests and a first aid kit if part of the route is dark or unfamiliar.

Frequently asked questions

How far in advance should I organise a pub crawl?: Start contacting bars at least 3 to 4 weeks ahead, especially for a group booking. Finalise reservations and the participant list 3 to 5 days before the event.
How many bars should a pub crawl include?: Plan around 3 to 5 bars for a typical evening, with roughly 60 to 90 minutes at each stop. Fewer venues usually work better than a route that leaves no time for walking or delays.
How do I keep a pub crawl group together?: Give every participant a route map and badge or wristband at the starting point, and share the next meeting time before leaving each bar. Assign at least one organiser to the front and one to the back of the group.
What should I prepare for a pub crawl starting point?: Set up the reception table 30 to 45 minutes before arrival. Have the attendance list, badges, route maps, pens, water, snacks and a clear payment method ready before guests check in.

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.