Easter Egg Hunt Checklist

An Easter egg hunt looks simple until you are sorting eggs, checking dietary requirements, marking the search area and explaining rules to excited children. This checklist puts the work in a practical order, from reserving the venue and collecting registrations to preparing each child’s package and hiding the eggs. It also covers the jobs that are easy to leave too late, such as weather checks, venue safety, chilled drinks and bringing power equipment to the site.

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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

Reserve venue
Confirm date and times
Send invitations
2 people
Process registrations
Collect dietary requirements
Create participant list
Set Search Area
2 people
Write out search rules
2 people
Create treasure map and signs
2 people
Buy Easter eggs and prizes
2 people
Do the shopping
2 people
Check the Easter eggs
2 people
Assemble packages per child
3 people
Check the weather forecast

Event

Bring materials to the venue
3 people
Check the venue for safety
2 people
Set up tables and chairs
3 people
Build party tents
4 people
Hang decorations
3 people
Hide Easter eggs
5 people
Set up registration desk
2 people
Chill drinks
2 people
Set out coffee and tea
2 people
Receive participants
3 people
Explain search rules
2 people
Guide the Easter egg hunt
6 people
Collect the found eggs
3 people
Hand Out Prizes and Packages
3 people
Serve snacks
3 people
Refill drinks
2 people
Collect lost property

Aftercare

Clear away Easter eggs and markers
4 people
Collect waste
3 people
Wash dishes
2 people
Take down tables and chairs
3 people
Take down party tents
4 people
Clean the venue
4 people
Return materials
2 people
Return borrowed items
2 people
Clear away leftover food
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 6
Chairsqty 60
Blanketsqty 6

Tableware

Reusable cupsqty 70
Reusable platesqty 60
Cutlery setsqty 60
Serving plattersqty 8
Coffee cupsqty 30

Kitchen

Kettlesqty 2
Coffee machinesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 2
Bread knivesqty 2
Serving spoonsqty 6

Decorations

Plastic Easter egg huntqty 120
Easter buntingqty 4
Tableclothsqty 6
Balloonsqty 50
Decorated basketsqty 6
Prize ribbonsqty 50

Sports equipment

Conesqty 20
Barrier tapeqty 2
Colored chalkqty 12
Children's basketsqty 50

Equipment

Battery lampsqty 6
Extension cordsqty 3
Power stripsqty 3
Megaphone
Power banksqty 2

Cleaning

Waste binsqty 6
Hand broomsqty 2
Eye-catchersqty 2
Bucketsqty 3
Mopqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the search area before buying or hiding anything. Mark boundaries with cones, barrier tape or coloured chalk, then make sure every hiding place is safe and reachable for the children attending.
Prepare one package per child before event day. Check the Easter eggs, prizes and dietary information against the participant list so you are not sorting baskets while families wait at registration.
Write the search rules in short, clear steps and put them on signs as well as explaining them with a megaphone. Include where children may search, when to stop and what to do if they find an egg that is not theirs.
Check the weather forecast at least 48 hours before the hunt and again on the morning itself. This gives you time to confirm party tents, blankets, battery lamps and any changes to the outdoor layout.
Take a setup inventory before leaving for the venue. Tables, chairs, registration materials, drinks, kettles, coffee equipment, extension cords and power strips are easy to overlook when they are packed separately.

Frequently asked questions

How many Easter eggs do I need per child?: Prepare a clearly assigned package for each registered child, then add a small buffer of around 10% for damaged, missing or extra eggs. For 30 children, that means preparing 33 packages or equivalent spare pieces.
When should I send Easter egg hunt invitations?: Send invitations about 3 to 4 weeks before the hunt so families have time to register and share dietary requirements. Close registrations several days before the event, leaving time to create the participant list and assemble packages.
How early should I hide the Easter eggs?: Hide the eggs as close to the start time as possible, usually 30 to 60 minutes beforehand. Earlier hiding increases the chance of eggs being moved, found by passers-by or affected by rain.
What should I check before an outdoor Easter egg hunt?: Check the venue for hazards on the day, including uneven ground, traffic access, sharp objects and unsafe hiding places. Recheck the forecast at least 48 hours before the event and bring tents, blankets or battery lamps according to the conditions.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.