Family treasure hunt checklist

A family treasure hunt needs more preparation than writing a few clues. You need a tested route, clear team information, weather-ready materials and a simple way to register and score everyone. Use this checklist to work through the plan in order, from choosing the theme and collecting dietary requirements to setting up stations, snacks and sound equipment. The overlooked details are usually waterproof storage, spare route markers, readable answer sheets and enough time to walk the course before guests 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 location and route
Send invitations
2 people
Process registrations
Collect dietary requirements
Check participant list
Walk the route in advance
2 people
Mark the route safely
2 people
Write scavenger hunt tasks
2 people
Prepare answers and score sheet
Assemble teams
2 people
Communicating team assignments
Print scavenger hunt cards
Sort assignment materials
2 people
Purchase prizes and certificates
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set up tables and chairs
4 people
Build party tents
4 people
Set up registration desk
2 people
Hang decorations
2 people
Set up the scavenger hunt stations
4 people
Test audio and microphone
Display prizes
Brief volunteers
2 people

Event

Receive participants
4 people
Register teams
2 people
Give the introduction briefing
Guide the scavenger hunt
6 people
Process interim results
2 people
Refill drinks
2 people
Serve snacks
3 people
Check answers
3 people
Set up the buffet
3 people
Serve the meal
4 people
Announce the winners
Present prizes
2 people
Collect lost items
2 people

Aftercare

Take down scavenger hunt stations
4 people
Collect waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Clean the venue
4 people
Inventory materials
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 50
Registration desk
Waste binsqty 4

Game materials

Scavenger hunt cardsqty 12
Score sheetsqty 12
Answer sheetsqty 12
Pencilsqty 30
Pensqty 20
Team bibsqty 50
Task signsqty 12
Conesqty 24
Ribbonsqty 12
Prizesqty 12
Certificatesqty 50
Clipboardsqty 12
Waterproof storage binsqty 6

Equipment

Portable speaker
Wireless microphone
Extension cordsqty 3
Power stripsqty 3
Coolersqty 3

Lighting

LED lampsqty 6
String lightsqty 4

Decorations

Balloonsqty 100
Buntingqty 8
Tableclothsqty 6

Tableware

Reusable cupsqty 80
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 8
Serving tongsqty 6

Kitchen

Thermos flasksqty 4
Cutting boardsqty 3
Bread knivesqty 2
Kitchen knivesqty 3
Ice packsqty 12

Cleaning

Washing-up tubsqty 3
Reusable cleaning clothsqty 12
Broom and dustpanqty 2
Mop and bucketqty 2

Catering

Groceries

Tips

Walk the full route at least 7 days before the hunt and again on the morning of the event. Check crossings, muddy sections, accessibility and whether every station is still visible.
Print the hunt cards, score sheets and answer sheets at least 2 days ahead, then pack each team’s materials in a labelled waterproof storage bin. Keep spare pencils and pens at registration.
Send invitations with a registration deadline 7 days before the event. Use the final participant list to assemble teams, record dietary requirements and communicate team assignments before people arrive.
Prepare 2 to 3 drinks per person for the first hour, then chill the remaining drinks in coolers. Set out reusable cups, plates and snacks only after the registration table and activity stations are ready.
Set up tables, chairs, tents, signs and route markers at least 60 minutes before the start. Test the portable speaker, wireless microphone, extension cords and power strips before guests check in.

Frequently asked questions

How far in advance should I plan a family treasure hunt?: Start 2 to 3 weeks ahead if you need invitations, registrations, prizes and a route. Finish the route walk and safety check at least 7 days before the event.
How many clues do I need for a family treasure hunt?: Plan one clear task or clue for each planned station, plus 1 or 2 spare tasks in case a location becomes unavailable. Test every clue on the route before printing the final cards.
When should I send family treasure hunt invitations?: Send invitations 2 to 3 weeks before the hunt and set the registration deadline 7 days before it. This leaves time to confirm dietary requirements and communicate team assignments.
How early should I set up a family treasure hunt?: Arrive at least 90 minutes before the start. Reserve the final 30 minutes for checking stations, placing signs and cones, testing the microphone and preparing registration.

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.