Bicycle Scavenger Hunt Checklist

A bicycle scavenger hunt needs more than a route and a few riddles. You need a tested course, clear team assignments, staffed checkpoints and a reliable system for recording answers. Use this checklist to organise the event in the right order, from choosing the theme and reserving the start location to printing maps, preparing team kits and setting up on the day. Build in time for safety checks, bike repairs, dietary information and weather changes 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

Set the route and theme
2 people
Reserve starting location
Plan the route
2 people
Record checkpoint locations
2 people
Create puzzles and tasks
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Cycle the route beforehand
2 people
Check route safety
2 people
Assign checkpoint volunteers
Send participant information
Purchase prizes and materials
2 people
Do the shopping
2 people
Print route maps and assignments
2 people
Create team and participant lists
Assemble team kits
3 people
Chill drinks
2 people
Prepare snacks
3 people
Set up tables and chairs
3 people
Place the start and finish sign
2 people
Distribute checkpoint materials
2 people
Hang route arrows
3 people
Set up checkpoint tables
4 people
Test the sound and lighting
2 people
Set up the registration table
2 people
Brief volunteers
3 people

Event

Receive participants
4 people
Register teams
2 people
Give starting instructions
2 people
Have teams start in phases
3 people
Guide the assignments
5 people
Restock checkpoint supplies
3 people
Refill drinks
2 people
Serve snacks
3 people
Register finishers
2 people
Check answers
3 people
Announce the winners
2 people
See participants off
3 people

Aftercare

Remove directional arrows and signs
3 people
Collect checkpoint materials
4 people
Clear tables and chairs
3 people
Wash dishes
2 people
Collect waste
2 people
Clean the venue
3 people
Check and store the materials
2 people
Return borrowed items

What to bring

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

Furniture

Tablesqty 8
Chairsqty 20
Party tentqty 2
Registration desk

Sports equipment

Reflective vestsqty 12
Bike pumpsqty 3
Bike repair kitsqty 3
Spare inner tubesqty 8
Bike lightsqty 12
Whistlesqty 6
Route arrowsqty 40
Checkpoint signsqty 8
Route mapsqty 35
Assignment cardsqty 80
Answer formsqty 35
Envelopesqty 40
Clipboardsqty 12
Stopwatchesqty 6
Conesqty 24
Ropeqty 2
Prizesqty 6

Equipment

Bluetooth speaker
Extension cordsqty 3
Power stripsqty 3

Lighting

LED lampsqty 8
Cable reelsqty 2

Tableware

Reusable cupsqty 100
Platesqty 80
Cutlery setsqty 80
Thermos flasksqty 4

Kitchen

Coolersqty 4
Serving tongsqty 4
Cutting boardsqty 3
Knivesqty 6

Decorations

Start and finish signqty 2
Tableclothsqty 8

Cleaning

Waste binsqty 6
Cleaning bucketsqty 2
Mopsqty 2
Hand broomsqty 2
First aid kitsqty 2

Catering

Groceries

Tips

Cycle the complete route before sending invitations, allowing extra time for wrong turns, checkpoint stops and slower riders. Check road crossings, narrow sections, poor surfaces and places where route arrows could be missed.
Set a firm registration deadline at least 7 days before the hunt. Use the final participant list to create teams, record dietary requirements and prepare the correct number of maps, assignment cards, answer forms and team kits.
Give each checkpoint volunteer a written briefing, the checkpoint materials, a stopwatch and a way to contact the organiser. Plan at least one spare volunteer or backup person for late cancellations.
Prepare a bike-safety point at the start with pumps, repair kits, spare inner tubes, bike lights and reflective vests. Check these items before setup rather than discovering an empty pump or missing battery when riders are leaving.
Set up the start and finish areas at least 60 minutes before the first team departs. Place registration, tables, chairs, signs, route arrows and checkpoint materials first; chill drinks and arrange snacks after the essential equipment is in position.

Frequently asked questions

How long does it take to organise a bicycle scavenger hunt?: Allow 3 to 4 weeks for a well-prepared hunt. Reserve the starting location and plan the route first, then allow at least 7 days for registrations, team lists, dietary requirements and printing.
How long should a bicycle scavenger hunt route be?: Plan for roughly 2 to 3 hours of cycling and checkpoint activities, depending on the riders and terrain. Cycle the route yourself beforehand and add time for puzzles, repairs, wrong turns and water breaks.
How many checkpoints should a bicycle scavenger hunt have?: For a 2- to 3-hour hunt, plan 4 to 6 checkpoints. Each checkpoint needs a clear sign, assignment materials, an answer system and a named volunteer before invitations are sent.
What should I prepare on the day of a bicycle scavenger hunt?: Arrive at least 60 minutes before the start to set up registration, tables, signs, maps, team kits and checkpoint materials. Keep bike pumps, repair kits, spare inner tubes, lights and reflective vests accessible throughout the event.

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