GPS Scavenger Hunt Checklist

A GPS scavenger hunt needs more than a route and a few devices. You need time to test every checkpoint, assign teams, prepare route files and organize a clear start and finish. This checklist puts the work in a practical order, from guest registration and dietary requirements to charging equipment and setting up the reception desk. Use it to keep the event moving from arrival through the final venue.

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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

Create the participant list
Send invitations
Process registrations
Collect dietary requirements
Select route area
2 people
Plot GPS route
2 people
Check route in advance
2 people
Create route assignments
2 people
Record checkpoints
2 people
Make a reservation for the start location
Make a reservation for the final venue
Finalize catering arrangements
Check the weather forecast
Send participant information
Assign teams in advance
Charge GPS devices
Load route files
Collect materials
2 people
Do the shopping
2 people
Chill drinks
Set up the starting location
3 people
Mark route points
2 people
Set up the reception desk
2 people
Prepare the registration list

Event

Receive participants
2 people
Serve welcome drinks
2 people
Announce the teams
Give route instructions
Distribute GPS devices
2 people
Let the first route group start
2 people
Track route groups by phone
2 people
Refill drinks
Set out snacks
2 people
Help attendees by phone
Register finish teams
2 people
Collect GPS devices
2 people
Set up the dinner buffet
3 people
Serve dinner buffet
3 people
Support awards ceremony
Refill drinks during closing

Aftercare

Collect materials
3 people
Collect waste
2 people
Wash dishes
2 people
Clean the venue
3 people
Remove route markers
2 people
Charge GPS devices
Return borrowed materials
2 people
Handle deposits and rented items

What to bring

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

Sports equipment

Handheld GPS devicesqty 6
Compassqty 6
Reflective vestsqty 6
Route arrowsqty 30
Marking tapeqty 4
Assignment foldersqty 6

Equipment

Power banksqty 6
Charging cablesqty 8
Walkie-talkiesqty 4
Bluetooth speaker
Extension cordqty 2
Power stripqty 2

Furniture

Tablesqty 4
Chairsqty 24
Party tent

Tableware

Reusable cupsqty 30
Platesqty 24
Cutlery setsqty 24
Coffee cupsqty 24

Kitchen

Coolersqty 3
Serving plattersqty 6
Serving tongsqty 4
Cutting boardsqty 2
Chef's knifeqty 2
Thermos flasksqty 3
Water jugqty 2
Bottle openersqty 3
Aluminum foilqty 2
Food storage containersqty 8
Picnic blanketsqty 4

Lighting

LED lanternsqty 4
String lightsqty 2

Safety

First aid kit
Sunscreenqty 3
Rain ponchosqty 24

Office

Clipboardsqty 6
Ballpoint pensqty 24
Waterproof markersqty 6
Printer paperqty 50
Name stickersqty 30
Prizesqty 3

Cleaning

Waste binsqty 3

Catering

Groceries

Tips

Test the complete route before sending participant information. Walk or drive every section, confirm the GPS coordinates, and record how long the route takes in normal conditions.
Charge every GPS device and power bank the day before, then load and open each route file. Pack charging cables and a power strip so a device can be checked or recharged on site.
Assign teams before the event and put each team’s route details in an assignment folder. This reduces delays at registration and prevents several teams from starting at the same checkpoint.
Set up the starting location early enough to place tables, chairs, route markers and the reception desk before participants arrive. Keep the registration list, reflective vests and walkie-talkies together at the desk.
Check the forecast before finalizing outdoor arrangements and prepare the party tent, water, chilled drinks and serving equipment in advance. Food containers, foil and coolers are easy to forget when attention is focused on the route.

Frequently asked questions

How far in advance should I plan a GPS scavenger hunt?: Start planning at least 4 weeks ahead for a small event. Reserve the start location and final venue early, then allow the final 7 days for route testing, team assignments, shopping and equipment checks.
How long does a GPS scavenger hunt take?: Allow 2 to 4 hours for the hunt itself, depending on route length and the number of checkpoints. Add at least 30 minutes for registration and briefing, plus time at the final venue.
How many GPS devices do I need for a scavenger hunt?: Plan on one handheld GPS device per team, not per participant. Bring at least 1 spare device or a charged power bank for every 5 teams so a failure does not stop the event.
When should I send information to GPS scavenger hunt participants?: Send the practical participant information 5 to 7 days before the event. Include the meeting point, arrival time, expected duration, clothing guidance, weather plan and any dietary or registration details still needed.

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.