Fox Hunt Checklist: What to Arrange and When

A fox hunt needs more than a route and a few hiding places. You need a confirmed start location, recruited foxes and supervisors, clear team assignments, printed maps and score sheets, and a safety check before invitations go out. Work through the plan in order so dietary requirements, station bags, lighting and communications are ready before participants arrive. This checklist covers the preparation from recording the date and route through setting up the start area and fox stations.

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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

Record date and route
2 people
Reserve location for start
Recruit foxes and supervisors
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Check the route for safety
3 people
Create team assignments
2 people
Write the rules and hints
2 people
Assign fox stations
2 people
Print route maps
Print team cards and score sheets
Prepare fox briefing
Do the shopping
2 people
Check materials
2 people
Sort vests and team materials
2 people
Pack fox stations by bag
2 people
Chill drinks
2 people
Set up tables and chairs
3 people
Set up the start and reception table
2 people
Hang decorations
2 people
Set up lighting
2 people
Hang route arrows
3 people
Set up fox stations
6 people
Prepare the first aid and phone list
Prepare coffee and tea
2 people
Prepare sandwiches and toppings
3 people

Event

Register participants
2 people
Explain the rules
2 people
Direct teams to start points
4 people
Staff the fox posts
6 people
Track route and participants
3 people
Refill drinks
2 people
Serve snacks and sandwiches
3 people
Check scores
2 people
Announce the winners
2 people
Supervise the evening free activity
3 people
Collect waste along the way
2 people
Collect game materials
3 people

Aftercare

Clear tables and chairs
3 people
Wash dishes
2 people
Clean the venue
4 people
Remove route arrows and checkpoints
3 people
Take out the trash
2 people
Store materials clean and dry
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 48
Tableclothsqty 6
Folding chairs for supervisorsqty 8

Game materials

Reflective vestsqty 48
Route mapsqty 12
Score sheetsqty 12
Clipboardsqty 12
Pensqty 30
Fox masksqty 8
Task cardsqty 40
Conesqty 24
Route ribbonsqty 2
Prizesqty 3
Stopwatchesqty 6
Flashlightsqty 10
Power banksqty 4
Walkie-talkiesqty 6
Plastic storage boxesqty 8
Ropeqty 2
Measuring tapesqty 4
Chalkqty 12

Decorations

Buntingqty 6
Start sign
Route arrowsqty 24
Balloonsqty 40

Lighting

String lightsqty 4
LED lampsqty 8
Extension cordsqty 4

Equipment

Bluetooth speaker
Microphone
Batteriesqty 24

Kitchen

Coffee maker
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Pitcherqty 2

Tableware

Reusable cupsqty 60
Platesqty 60
Cutlery setsqty 60
Coffee cupsqty 40
Serving spoonsqty 6

Cleaning

Washing-up basinsqty 2
Dish brushesqty 2
Cleaning bucketsqty 2
Broom and dustpanqty 2
Mopqty 2
First aid kit
Hand soap dispensersqty 2

Catering

Groceries

Tips

Check the route on foot before publishing it, including every fox station. Allow enough time to remove unsafe sections and mark unclear turns with route arrows, ribbons or cones.
Recruit foxes and supervisors early enough to brief everyone before the event. Give each fox a station bag containing the task cards, stopwatch, pens and any measuring or marking equipment needed there.
Print route maps, team cards and score sheets before the final setup day, then pack them by team or station. Keep spare copies, clipboards and pens at the reception table rather than relying on participants to bring them.
Prepare drinks and check dietary requirements before shopping is finished. Chill the drinks in advance, and keep a first-aid kit, phone list and power banks at the start point where supervisors can find them quickly.
Set up lighting and navigation aids before the first team leaves. Test string lights, LED lamps, extension cords, flashlights and walkie-talkies in the actual route conditions, especially if part of the hunt runs after dark.

Frequently asked questions

How far in advance should I plan a fox hunt?: Start recording the date and route at least 4–6 weeks ahead. That gives you time to reserve the start location, recruit foxes and supervisors, collect registrations and complete a safety check before printing the final materials.
How many foxes and supervisors do I need for a fox hunt?: Plan one fox for every active fox station and at least one supervisor at the start and reception area. Add a second supervisor for groups that need support, long routes or sections where walkie-talkies are required.
When should I print maps and score sheets for a fox hunt?: Print them after the route, team assignments and rules are final, usually 3–5 days before the event. Prepare a few spare route maps, team cards and score sheets in case of rain, loss or last-minute registration changes.
What should I check on the day of a fox hunt?: Allow at least 2 hours before the first start for tables, chairs, signs, lighting, route arrows and fox stations. Check every station bag, test communications, confirm the phone list and place the first-aid supplies at the start table before teams arrive.

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