Role-Play Evening Checklist

A role-play evening needs more preparation than a regular social night: guests must know when to arrive, game leaders need a shared briefing, and every player needs the right character materials. Start with registrations and dietary requirements, then organise the venue, story materials and refreshments. On the day, allow time to ventilate the rooms, build separate game corners, test the projector and speakers, and set up a reception desk before participants arrive.

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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

Send invitations
Process registrations
Collect dietary requirements
Divide the game group
2 people
Set the rules of the game
2 people
Brief Game Leaders
2 people
Reserve venue
Check game materials
2 people
Prepare character cards
2 people
Copy Story Materials
Do the shopping
2 people
Chill drinks
Prepare snacks
3 people
Open venue
2 people
Ventilate the rooms
Set up tables
3 people
Set out chairs
2 people
Set up game corners
3 people
Hang up decorations
2 people
Test the equipment
2 people
Set up the reception desk

Event

Receive participants
3 people
Distribute characters
2 people
Give game instructions
2 people
Facilitate the role play
5 people
Serve snacks
2 people
Refill drinks
2 people
Serve dinner
3 people
Support the final scene
5 people
Announce the closing

Aftercare

Collect game materials
3 people
Wash dishes
2 people
Collect waste
2 people
Clean the room
3 people
Put furniture back
3 people
Remove decorations
2 people
Return borrowed items
Keep lost and found items

What to bring

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

Furniture

Tablesqty 8
Chairsqty 36
Reception desk
Coat racksqty 2
Waste binsqty 4

Tableware

Reusable drinking glassesqty 45
Coffee cupsqty 30
Platesqty 45
Bowlsqty 30
Forksqty 40
Knivesqty 40
Spoonsqty 40
Serving spoonsqty 8

Kitchen

Cutting boardsqty 3
Chef's knivesqty 3
Serving plattersqty 8
Serving tongsqty 4
Thermos flasksqty 3
Water jugsqty 4
Coolersqty 4

Equipment

Bluetooth speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Laptopsqty 2
Projector
Projection screen

Game materials

Dice setsqty 12
Game Rulebooksqty 6
Notepadsqty 36
Pencilsqty 40
Erasersqty 20
Game tokensqty 200
Playing cardsqty 6
Character cardsqty 36
Mapsqty 6
Combat matsqty 6
Miniaturesqty 60
Hourglassesqty 6
Color markersqty 24
Envelopesqty 50

Decorations

Tableclothsqty 8
Name badgesqty 40
Name card holdersqty 40
Mood lightingqty 6
Decorative clothsqty 8
Tapeqty 4
Scissorsqty 4

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mop headsqty 2
Bucketsqty 2

Catering

Groceries

Tips

Send invitations early enough to process registrations and collect dietary requirements before shopping. Use the final guest count to divide the game group and prepare one character card and writing set for each player.
Brief game leaders before the event, not at the reception desk. Give them the rules, story materials and any room assignments so the role play can start without a long explanation.
Check the game materials several days ahead. Count the dice sets, rulebooks, notepads and pencils, then copy the story materials and prepare character cards with time to replace anything missing.
Set up the venue in stages on the day. Open and ventilate the rooms first, then place tables and chairs, create the game corners, hang decorations and test the laptop, projector, screen and speakers before guests arrive.
Prepare food and drinks for the confirmed number of participants, including dietary needs. Chill the drinks before doors open, fill water jugs and thermos flasks, and place serving dishes, utensils, glasses and waste bins where people can find them.

Frequently asked questions

How far in advance should I plan a role-play evening?: Send invitations at least three to four weeks before the event so registrations, dietary requirements and group divisions can be completed. Finish the game materials and equipment check two to three days beforehand.
How many character cards and game materials do I need?: Prepare one character card, notepad and pencil per participant, plus the game materials required by each group. Count the dice sets and rulebooks after dividing the players, and keep a few spare pencils available.
When should I set up the venue for a role-play evening?: Allow at least two hours before participants arrive. Use the first part to open and ventilate the rooms, then set up tables, chairs, reception, game corners and decorations; reserve the final 20 to 30 minutes for testing equipment.
What should I do when guests arrive at a role-play evening?: Have the reception desk ready 15 to 20 minutes before the stated start time. Check registrations, direct coats to the coat racks, distribute character materials and give the game instructions before the role play begins.

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.