How to organise a fox hunt from start to finish

A fox hunt works best when the route, teams and clue stations are settled before you buy supplies or print anything. Start by choosing the start and finish point, scouting the route and deciding how many fox stations you need. Then register participants, assign teams and prepare matching clue cards, answer forms and team bags. On the day, allow time to brief foxes and supervisors, set up each post and check that every team knows the rules before they leave.

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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

1
Send invitations
2
Process registrations
3
Collect dietary requirements
4
Create the participant list
5
Assign teams
2 people
6
Scout the route
2 people
7
Determine the start and finish point
2 people
8
Assign fox stations
2 people
9
Work out assignments
2 people
10
Make clue cards
2 people
11
Create answer forms
12
Prepare fox briefing
13
Brief the foxes and supervisors
2 people
14
Buy prizes
15
Do the shopping
2 people
16
Check materials
2 people
17
Sort clue cards
2 people
18
Fill the team bags
2 people
19
Print the route and rules
20
Clear the venue
3 people
21
Set up tables and chairs
3 people
22
Dress the start area
2 people
23
Set up fox posts
6 people
24
Chill drinks
2 people
25
Set out snacks
3 people
26
Set up the registration table
2 people

Event

27
Welcome guides
2 people
28
Register participants
3 people
29
Guide teams to the start
4 people
30
Explain the rules
2 people
31
Guide the treasure hunt
8 people
32
Record interim results
2 people
33
Refill drinks
2 people
34
Serve snacks
3 people
35
Check answers
3 people
36
Serve dinner
4 people
37
Announce the winners
2 people
38
Present prizes
2 people
39
Support the evening program
4 people
40
Check out participants
2 people

Aftercare

41
Collect the fox posts
6 people
42
Clean up the venue
4 people
43
Wash dishes
3 people
44
Collect waste
2 people
45
Inventory materials
2 people
46
Clean the venue
3 people
47
Return materials
2 people
48
Keep lost and found items

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 60
Beer tablesqty 4
Registration desk

Tableware

Reusable cupsqty 80
Platesqty 70
Forksqty 70
Knivesqty 70
Spoonsqty 70
Small bowlsqty 12

Kitchen

Coolersqty 4
Serving spoonsqty 6
Cutting boardsqty 3
Kitchen knivesqty 3
Serving plattersqty 12
Water jugsqty 6
Thermos flasksqty 4

Equipment

Extension cordsqty 4
Power stripsqty 4
Portable speakersqty 2
Megaphone
Walkie-talkiesqty 8

Sports equipment

Conesqty 30
Ribbons for teamsqty 60
Stopwatchesqty 6
Skipping ropesqty 6
Hoopsqty 6
Soft ballsqty 12
Blindfoldsqty 12
Water cups for the gameqty 60

Decorations

Buntingqty 10
Balloonsqty 100
Team table labelsqty 10
Fox costumesqty 8
Prize ribbonsqty 60

Lighting

LED lanternsqty 12
LED string lightsqty 4
Headlampsqty 12

Cleaning

Waste binsqty 6
Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Dish brushesqty 3

Catering

Groceries

Tips

Scout the complete route at least one week beforehand and record the walking time between stations. Check crossings, muddy sections, phone coverage and any point where teams could take a wrong turn.
Close registrations 3–5 days before the hunt so you can create the participant list, collect dietary requirements and assign balanced teams without last-minute changes.
Give every fox station a written assignment, its materials and a clear answer procedure. Prepare one spare clue set and one spare stopwatch in case a card is lost or equipment fails.
Pack each team bag in route order: clue cards, answer form, route and rules, team ribbon and any activity equipment. Finish packing no later than the evening before the event.
Set up the start area, registration desk and fox posts at least 60 minutes before the first team leaves. Chill drinks, place snacks and test walkie-talkies or the megaphone before the briefing begins.

Frequently asked questions

How long does it take to organise a fox hunt?: Allow 2–3 weeks for a small fox hunt. Use the first week to scout the route and design the stations, then use the final 3–5 days to close registrations, assign teams, print materials and pack the bags.
How many people do you need to run a fox hunt?: Plan for at least one organiser, one supervisor at each fox station and one fox per station. For example, four stations usually need 1 organiser plus 4 station teams; add a second roaming supervisor for larger groups or a spread-out route.
How many fox stations should a fox hunt have?: For a 2–3 hour event, plan 4–6 fox stations. Space them so teams reach a station every 20–30 minutes, and keep the total route short enough that supervisors can respond if a team is delayed.
What should you prepare the day before a fox hunt?: Prepare the team bags, clue cards, answer forms, printed route and rules, team ribbons and station equipment the evening before. Also confirm the fox and supervisor briefing, check the weather and charge or test communication equipment.

Start this plan in Lizzt

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