Bike scavenger hunt checklist: what to arrange and when

A bike scavenger hunt needs more than a route and a set of clues. You need to test every section by bike, mark checkpoints clearly, prepare scorecards, and make sure participants can handle basic repairs along the way. This checklist puts the work in a practical order, from choosing the theme and processing registrations to setting up the start area, briefing volunteers and serving food at the finish.

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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
Work out the bike route
2 people
Test the route by bike
2 people
Record checkpoints
2 people
Create questions and assignments
2 people
Send invitations
Process registrations
Collect dietary requirements
Send participant information
Create route maps and scorecards
2 people
Print clue cards and assignments
2 people
Purchase prizes and game materials
Do the shopping
2 people
Check bicycles and repair materials
2 people
Check the start and finish location
2 people
Set up start table
3 people
Prepare checkpoints
4 people
Place arrows and route signs
3 people
Set up tables and chairs
3 people
Hang decorations
2 people
Chill drinks
2 people
Prepare snacks and lunch
3 people
Assemble starter packs
3 people
Test the sound and lighting
2 people
Brief volunteers
2 people

Event

Receive participants
3 people
Give the introduction briefing
2 people
Get the teams started
2 people
Staff the checkpoints
4 people
Check scorecards
2 people
Serve snacks and drinks
3 people
Refill drinks
2 people
Register incoming teams
2 people
Calculate the winners
2 people
Present prizes
2 people

Aftercare

Collect route signs and arrows
3 people
Clear away materials and furniture
4 people
Wash dishes and supplies
2 people
Collect and remove waste
2 people
Clean the venue
3 people
Return borrowed materials
2 people
Remove any remaining route signs
2 people

What to bring

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

Furniture

Party tentsqty 2
Folding tablesqty 6
Chairsqty 12
Tableclothsqty 6

Sports equipment

Traffic conesqty 24
Bike pumpsqty 4
Bike repair kitsqty 3
Spare inner tubesqty 6
Reflective vestsqty 12
Bib numbersqty 50
Route mapsqty 50
Scorecardsqty 50
Clue cardsqty 60
Clipboardsqty 8
Pen setsqty 8
Prizesqty 6

Equipment

Portable speaker
Megaphone
Power banksqty 4

Lighting

LED lanternsqty 8
String lightsqty 4
Spare batteriesqty 24

Tableware

Reusable cupsqty 80
Reusable platesqty 60
Reusable cutleryqty 60
Thermos flasksqty 4

Kitchen

Coolersqty 4
Kettlesqty 2
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6
Scissorsqty 4
Water barrelsqty 2

Decorations

Route arrowsqty 36
Route signsqty 12
Buntingqty 6
Start/finish banner

Safety

First aid kitsqty 2
Emergency blanketsqty 4
Flashlightsqty 6

Cleaning

Waste binsqty 6

Catering

Groceries

Tips

Test the full route by bike before sending invitations. Check junctions, surfaces, traffic, steep sections and the time needed between checkpoints; allow extra time for groups that stop to solve clues.
Send participant information several days before the hunt, including the meeting time, route length, what to bring and how registrations are handled. Ask for dietary requirements before you buy snacks and lunch.
Prepare one starter pack per participant, with the bib number, route map, scorecard and clue materials. Print a few spare copies because cards get lost or damaged during an outdoor activity.
Check bicycles and repair supplies before the start, not when a rider has a flat tyre. Have pumps, repair kits and spare inner tubes ready, and place volunteers where they can respond quickly if the route is spread out.
Set up the start and finish area early enough to test the portable speaker or megaphone, arrange tables and chairs, chill drinks and prepare water. Put out route arrows and signs only after confirming that they point in the right direction.

Frequently asked questions

How far in advance should I plan a bike scavenger hunt?: Start planning at least 4 to 6 weeks ahead. This gives you time to test the route, arrange checkpoints, process registrations, buy prizes and send complete participant information.
How long should a bike scavenger hunt route be?: Allow about 2 to 3 hours for the cycling and clue-solving, then add time for the start briefing and finish activities. Test the route yourself and include extra time for groups that stop at every checkpoint.
How many clues and checkpoints should a bike scavenger hunt have?: Plan roughly 5 to 8 checkpoints for a 2- to 3-hour hunt. Each checkpoint should have a clear assignment, a recorded answer or score, and route directions that can be followed without a volunteer standing there.
What safety equipment do I need for a bike scavenger hunt?: Prepare at least one bike pump, repair kit and set of spare inner tubes for the event, plus reflective vests for volunteers. Use cones and route signs at unclear points, and check the route again on the event day for changes or hazards.

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.