Coordinator Plan
Erin's Birthday · June 20, 2026 · 2:00 pm
Master Checklist
Day-of timeline for Michelle
0 of 0 done
By 10:00 am
10:00 – 11:00 am
~1:00 pm
~1:30 pm
1:45 pm
~1:50 pm — CRITICAL
2:00 pm
~2:30 pm
~4:00 pm
Zone Overview
Tap a zone for the full setup checklist
1
Yard
Main lawn, dining & games
Ready
2
Fire Pit
Evening lounge & s'mores
Under Construction
3
Garage
Supply staging & storage
Under Construction
4
Patio
Arrival mixer & catering
Under Construction
5
Alley
Overflow & utilities
Under Construction
6
Deck
Elevated social space
Under Construction
7
House
Restrooms & kitchen
Under Construction
8
Front Yard
The Reveal — birthday sign
Under Construction
Squad Breakdown
20 volunteers divided into four crews
Heavy Lift
5 people
- Move tables & chairs from the neighbor's
- Set up the Clam Pavilion
- Move the portalets into position
Engine Room
5 people
Zone 3 · Garage
Zone 5 · Alley
- Bike removal from garage
- Hang garage lighting
- Set up buffet
Atmosphere
5 people
Zone 1 · Yard
Zone 6 · Deck
Zone 8 · Front Yard
- “Surprise” sign setup
- Fence lighting along the perimeter
- Deck lighting
- Bluetooth sound system
Fire & Water
5 people
Zone 1 · Yard
Zone 2 · Fire Pit
- Set up the Solo Stove
- Prep the main firepit area
- Drink stations & coolers
The Castle Crew
Volunteer support team for 20 contestants
For a group of 20 contestants, we recommend a volunteer support team called The Castle Crew. This group keeps the game moving, manages the mystery, supports the birthday girl, and allows guests to stay immersed without the experience feeling over-managed.
❆ Recommended: 6 core volunteers + 1 optional floater
Game Master / Host
Core role · 1 person
- Owns the rules, timing, and announcements
- Manages vote flow and the final reveal
Messenger
Core role · 1 person
- Delivers sealed notes, warnings & summons
- Carries dramatic game updates between players
Scribe / Vote Keeper
Core role · 1 person
- Tracks roles, votes, shields & silenced players
- Records Round Table results throughout the game
Mission Captain 1
Core role · 1 person
- Sets up and runs challenges, props & timers
- Handles scoring and mission flow
Mission Captain 2
Core role · 1 person
- Supports missions and resets materials
- Helps guide contestants through challenges
Birthday Handler / Floater
Core role · 1 person
- Keeps the birthday girl involved without overwhelming her
- Covers last-minute needs across the event
Setup Runner
Optional 7th
- Handles extra props, photo moments & supply runs
- Answers guest questions & covers overflow needs
Best setup for 20 contestants: 6 volunteers minimum, 7 volunteers ideal.
Volunteer Crew
Live from sign-ups
| Name | Contact | Notes |
|---|---|---|
| Loading volunteers… | ||