What you need for a GPS scavenger hunt

A GPS scavenger hunt needs more than charged devices and a route file. You will also need visible route markers, team materials, backup power and a simple setup for registration and refreshments. Plan equipment for every team, plus spares for devices or cables that fail. The checklist below covers the practical items to buy, borrow or bring before participants arrive.

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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
- Coffee - 2 packs
- Tea - 2 boxes
- Sugar - 1 pack
- Milk - 4 liters
- Oat milk - 2 liter
- Still water - 12 bottles
- Sparkling water - 12 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Ice tea - 3 bottles
- Beer - 48 bottles
- Non-alcoholic beer - 12 bottles
- White wine - 4 bottles
- Red wine - 3 bottles
- Herb butter - 4 tubs
- Baguettes - 8 pieces
- Multigrain bread - 4 loaves
- Wraps - 30 pieces
- Young cheese - 1,5 kilogram
- Back ham - 1 kilogram
- Smoked chicken breast - 1 kilogram
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Lettuce - 4 heads
- Cucumbers - 6 pieces
- Tomatoes - 2 kilograms
- Bell peppers - 8 pieces
- Red onions - 6 pieces
- Grapes - 2 kilogram
- Apples - 24 pieces
- Bananas - 24 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snack mix - 3 bags
- Muesli bars - 30 pieces
- Cookies - 4 packs
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Pepper - 1 jar
- Salt - 1 pack
- Olive oil - 1 bottle
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Trash bags - 2 rolls
- Dish soap - 1 bottle
- Cleaning spray - 1 bottle
- Hand soap - 2 bottles
- Hand sanitizer - 2 bottles
- Napkins - 100 pieces

Tips

Plan one handheld GPS device, assignment folder and reflective vest for each team, then add at least one spare device and extra charging cable. This gives you a workable backup when equipment is lost or runs out of power.
Bring route arrows and marking tape in several colours or clearly labelled bundles. Pack them before the event so checkpoint markers can be placed quickly after checking the route.
Charge every GPS device and power bank the day before, not just on the morning itself. Load the route files in advance and bring the correct charging cables for all device types.
For a drinks and food stop, provide reusable cups, plates, cutlery, serving platters and tongs, with coolers for chilled drinks. Prepare at least one water jug and enough thermos flasks for the planned coffee or hot drinks service.
Pack a registration kit separately from the route equipment: participant list, team assignments, walkie-talkies and a Bluetooth speaker. Set up tables and chairs before arrival, and take an extension cord and power strip if the start location has limited sockets.

Frequently asked questions

What equipment do I need for a GPS scavenger hunt?: Each team needs a handheld GPS device, route information, an assignment folder and a way to stay visible, such as a reflective vest. Bring a compass, power banks, charging cables and walkie-talkies, with at least one spare GPS device for the whole group.
How many GPS devices do I need for a scavenger hunt?: Plan one GPS device per team, not per participant. Add one spare device and charge all units at least 24 hours before the start.
What should I buy for food and drinks at a GPS hunt?: Prepare reusable cups, plates, cutlery, coolers, serving platters, tongs and a water jug. Add bottle openers, cutting boards, a chef’s knife, aluminum foil and food storage containers if food is prepared or served outdoors.
What should I bring for an outdoor GPS scavenger hunt?: Bring route arrows, marking tape, reflective vests, picnic blankets and a party tent if shelter is needed. Pack power banks, charging cables and an extension cord at least one day before the event so missing equipment can still be replaced.

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