Fox Hunt Planning Checklist

A fox hunt needs more preparation than simply hiding a few clues. You need a confirmed route, clear team assignments, staffed fox stations and a reliable way to record scores. Start with the location and game format, then give yourself time to check the route and prepare maps, briefing notes and team packs. On the day, focus on a smooth registration, a clear start and finish, and enough lighting and power if the event runs into the evening.

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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

Confirm date and location
2 people
Set the route and play area
3 people
Reserve location and route
Set game rules and scoring
2 people
Assign fox roles and tasks
3 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Assign participant groups
2 people
Check route in advance
3 people
Create assignments and route maps
3 people
Prepare fox briefing
2 people
Purchase prizes and team numbers
Do the shopping
2 people
Print route maps and score sheets
2 people
Pack materials per team
3 people
Chill drinks
2 people
Prepare snacks and buffet
4 people
Set up start and finish points
4 people
Set up fox stations
5 people
Check lighting and power
2 people
Set up the reception table
2 people

Event

Brief foxes and supervisors
3 people
Receive participants
3 people
Register teams
2 people
Give game instructions
2 people
Let teams depart
3 people
Staff the fox posts
8 people
Track live scores
2 people
Refill drinks
2 people
Serve snacks
3 people
Welcome teams back
3 people
Check scores
3 people
Serve the buffet
4 people
Announce the winners
2 people
Guide the free play round
3 people
Serve the last round
2 people
See participants off
2 people

Aftercare

Collect game materials
4 people
Clean up the venue
5 people
Wash dishes
3 people
Collect waste
2 people
Clean the venue
3 people
Let materials dry
2 people
Return borrowed items
2 people
Route check after the event
2 people
Store leftover stock
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 70
Buffet tablesqty 3
Clothes racksqty 2

Game materials

Route mapsqty 15
Score sheetsqty 15
Team bibsqty 60
Fox masksqty 10
Assignment cardsqty 40
Conesqty 30
Ribbonsqty 12
Markersqty 20
Clipboardsqty 15
Stopwatchesqty 8
Prizesqty 3

Equipment

Megaphone
Portable speakersqty 2
Extension cordsqty 4
Power stripsqty 3

Lighting

LED lampsqty 8
String lightsqty 4

Catering

Coolersqty 4
Thermos flasksqty 4
Groceries

Tableware

Reusable cupsqty 80
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 10
Pitchersqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 8
Kitchen knivesqty 3
Food warmersqty 4

Cleaning

Washing-up basinsqty 4
Spongesqty 8
Trash binsqty 4

Safety

First aid kit
Flashlightsqty 8

Tips

Check the route at least one week before the hunt, including crossings, access points and places where signs or cones may be needed. Allow extra time on the day for unexpected delays or a changed route.
Assign foxes and supervisors before sending the final briefing. Give each station its route information, assignment cards, stopwatch and a clear instruction about how teams earn points.
Prepare one complete pack per team at least one day ahead. Include the route map, score sheet, team bibs, writing materials and any assignment cards so registration does not become a packing exercise.
Plan food and drinks around the timetable rather than leaving them until the start. Chill drinks several hours beforehand, and set out cups, plates and serving equipment before participants arrive.
Test lighting and power before the first team leaves, especially when using LED lamps, string lights, speakers or a megaphone. Keep extension cords and power strips away from walking routes and prepare a backup light for the finish point.

Frequently asked questions

How long does it take to organise a fox hunt?: Allow at least three to four weeks for a small fox hunt, and longer if you need to reserve a route or location. Confirm the date, route and fox team first; invitations and registrations can follow once those details are fixed.
How many foxes and supervisors do I need?: Plan at least one responsible person for every active fox station, plus one event lead at the start and finish. For a route with four stations, that means a minimum of five people, with extra cover if stations are spread out or the event lasts more than two hours.
When should I check the fox hunt route?: Do a full route check seven to ten days before the event and repeat a shorter check on the day itself. Look for blocked paths, poor lighting, unsafe crossings and locations where teams might miss a station.
What should I prepare the day before a fox hunt?: Print the route maps and score sheets, pack the team materials, prepare the fox briefing and chill the drinks the day before. Keep prizes, team numbers and spare stationery together so the reception table can be set up quickly.

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.