GPS Scavenger Hunt Checklist

A GPS scavenger hunt needs more than a route and a set of teams. You need a tested GPS file, safe checkpoints, staggered start times, charged devices, and a clear way to record answers and scores. Start by booking the start and finish locations, then build and inspect the route before preparing the team information. Use this checklist to work through registrations, equipment, checkpoint materials, refreshments, and event-day setup in the right order.

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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

Send invitations
Process registrations
Collect dietary requirements
Update participant list
Reserve starting location
Reserve final venue
Design GPS route
2 people
Inspect the route on site
2 people
Check the route for safety
2 people
Set an alternative route
Test the GPS file
2 people
Create checkpoint tasks
2 people
Prepare answers and score sheet
Assign teams
2 people
Create start times per team
Send route information
Check the weather forecast
Remind participants
Do the shopping
2 people
Charge GPS devices
Check materials
2 people
Sort checkpoint materials
2 people
Print the run sheet and contact list

Event

Open venue
2 people
Set up tables and chairs
4 people
Place the start and finish sign
2 people
Set out checkpoint materials
4 people
Set up the reception table
2 people
Chill drinks
2 people
Set out coffee and tea
2 people
Receive participants
3 people
Distribute GPS devices
2 people
Give safety instructions
Get the teams started
3 people
Process checkpoint notifications
2 people
Track route and participants
2 people
Refill drinks
2 people
Set out snacks
2 people
Register finishers
2 people
Set up the dinner buffet
3 people
Serve dinner buffet
3 people
Check score sheets
2 people
Announce the winner
Collect GPS devices
2 people

Aftercare

Wash dishes
3 people
Collect materials
4 people
Clean up the venue
4 people
Sort and remove waste
2 people
Clean the venue
3 people
Let materials dry
2 people
Charge and check equipment
Return borrowed materials
2 people
Archive score data

What to bring

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

Furniture

Folding tablesqty 6
Chairsqty 50
Buffet tablesqty 3

Equipment

GPS devicesqty 12
Power banksqty 12
Charging cablesqty 15
Walkie-talkiesqty 6
Extension cordsqty 3
Kettlesqty 2
Coffee machinesqty 2
Bluetooth speakersqty 2

Sports equipment

Compassqty 12
Reflective vestsqty 12
Conesqty 20
Measuring tapesqty 4
Waterproof route coversqty 15
Checkpoint traysqty 12
Assignment cardsqty 60
Score sheetsqty 60
Pinsqty 60
Ribbons for markingqty 30
Route mapsqty 60
Prizesqty 3

Tableware

Reusable drinking glassesqty 60
Platesqty 60
Knivesqty 60
Forksqty 60
Spoonsqty 60

Kitchen

Coolersqty 4
Thermos flasksqty 4
Serving spoonsqty 6
Cutting boardsqty 3
Kitchen knivesqty 3
Serving plattersqty 8
Serving utensilsqty 8

Lighting

LED lanternsqty 8
String lightsqty 4

Cleaning

Waste binsqty 6
Bucketsqty 3
Broom setsqty 2
Mopsqty 3
First aid kitsqty 2

Catering

Groceries

Tips

Test the complete GPS route on site before sending it out. Check signal coverage, unclear junctions, road crossings, and any checkpoint that could be blocked or inaccessible.
Set team start times far enough apart to prevent groups from crowding the first checkpoint. Add the exact meeting time, route information, emergency contact, and expected finish time to each team’s instructions.
Charge every GPS device and power bank the day before, then test the cables and spare batteries. Keep a written device check so a missing or faulty unit is found before participants arrive.
Prepare one labelled tray or pack for each checkpoint, including its assignment cards, score sheets, pins, ribbons, cones, or other marking materials. Pack a waterproof copy of the route and contact list for the event team.
Check the forecast before the final reminder and prepare for wet conditions. Protect route maps and score sheets with waterproof covers, and confirm that the alternative route still works if the original path becomes unsafe.

Frequently asked questions

How long does it take to organise a GPS scavenger hunt?: Allow at least 3 to 4 weeks for a group event. This gives you time to process registrations, reserve both venues, design and inspect the route, test the GPS file, prepare checkpoint tasks, and send final instructions.
How many GPS devices do I need for a scavenger hunt?: Plan for one working device per team, plus at least one spare device or power bank for every 5 teams. Charge and test all devices the day before, and bring compatible charging cables.
How far in advance should I send GPS scavenger hunt invitations?: Send invitations 3 to 4 weeks before the event and close registrations about 7 days beforehand. Use the final week to collect dietary requirements, update the participant list, assign teams, and create start times.
What should I do if the GPS scavenger hunt route is unsafe?: Inspect the route several days before the event and check it again after severe weather. Keep an alternative route ready, and make the safety decision before participants leave rather than changing checkpoints mid-event.

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.