Fox hunt checklist: everything to arrange

A fox hunt needs more preparation than marking a route and hiding a few clues. You need a confirmed starting point, a tested route with rest stops, clear team times and enough people to run fox posts and checkpoints. This checklist takes you from the first route decisions through registration, safety briefing and final setup. It also helps you handle details that are often left too late, such as dietary requirements, parent forms, phone numbers and weather cover.

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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 the venue and starting point
Distribute fox rolls
2 people
Work out the route and rest stops
3 people
Write rules and safety plan
2 people
Send invitations
Process registrations
Collect dietary requirements
Check parent forms
2 people
Brief the foxes and checkpoints
3 people
Create tasks and instructions
3 people
Check route in advance
2 people
Arrange teams and start times
2 people
Check the shopping list
Do the shopping
2 people
Collect materials
2 people
Laminating instruction cards
2 people
Share phone numbers and emergency plan

Event

Open the grounds and kitchen
2 people
Set up tables and chairs
3 people
Set up the information board and route map
2 people
Set up fox posts
5 people
Chill drinks
2 people
Handle registration and team assignment
3 people
Explain the rules and safety
2 people
Have teams start in phases
3 people
Staff the fox posts
6 people
Check route and safety
2 people
Restock drinks and snacks
2 people
Prepare a hot meal
4 people
Serve the meal
4 people
Process scores and results
2 people
Handle prize ceremony
2 people
Ensure participants leave safely
2 people

Aftercare

Clear fox stations and route
5 people
Wash dishes and cookware
3 people
Collect and sort waste
3 people
Clean the grounds and toilets
3 people
Check and store the materials
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 45
Picnic benchesqty 4
Party tentsqty 2

Lighting

LED lampsqty 10
Battery lanternsqty 8
Extension cordsqty 4

Equipment

Walkie-talkiesqty 8
Megaphone
Bluetooth speaker

Sports equipment

Conesqty 30
Reflective vestsqty 12
Ropeqty 100
Stopwatchesqty 6
Compassqty 10
Magnifying glassesqty 6
Flashlightsqty 20
Whistlesqty 10
Team ribbonsqty 10
Score padsqty 10
Pensqty 30
Prizesqty 3

Decorations

Pennant stringsqty 6
Start sign
Route mapsqty 12
Assignment cardsqty 40
Plastic storage boxesqty 8

Kitchen

Coolersqty 4
Cooking potsqty 3
Cutting boardsqty 3
Kitchen knivesqty 3
Serving spoonsqty 4

Tableware

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

Cleaning

Bucketsqty 4
Spongesqty 8
Cleaning clothsqty 12
Broomqty 2
Dustpan and brushqty 2
Waste binsqty 4

Catering

First aid kitqty 2
Groceries

Tips

Set the date, venue and starting point before sending invitations. Allow enough time for registrations, dietary requirements and parent forms, then close registration early enough to create teams and start times.
Walk or cycle the full route in advance and record every fox post, checkpoint and rest stop. Check mobile coverage, lighting and safe crossing points rather than relying on a map alone.
Prepare the rules and emergency plan before briefing the foxes. Give each checkpoint written instructions, a way to contact the organisers and a clear response if a team is late or separated.
Keep route maps, assignment cards, score pads and pens together in labelled plastic storage boxes. Pack spare copies before the event; cards and stationery are easy to misplace during a busy start.
Plan the final two hours as a setup window: open the grounds and kitchen, arrange tables and chairs, put up the information board and route map, set up fox posts, and chill drinks before teams arrive.

Frequently asked questions

How far in advance should I organise a fox hunt?: Start planning at least 4 to 6 weeks ahead. That gives you time to reserve the venue, test the route, send invitations, process registrations and collect forms before team assignments are needed.
How do I plan a safe fox hunt route?: Walk the entire route at least 7 days before the event and note crossings, rest stops, hazards and phone coverage. Include a written safety plan, emergency contacts and a clear maximum time for teams to return.
How many people are needed to run a fox hunt?: Plan for one lead organiser, a registration and start team, and one responsible person at each active fox post or checkpoint. Add a spare adult or helper if the route has more than 4 checkpoints or several teams start together.
When should I prepare the fox hunt materials?: Collect the materials and finish the instruction cards at least 3 days before the event. Pack maps, cards, ribbons, stopwatches, whistles and score pads by team or checkpoint so setup does not depend on last-minute sorting.

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.