How to organise a fox hunt from route to finish

A fox hunt works best when the route, foxes and checkpoints are settled before you invite anyone. Start by recording the date and route, then reserve the starting point and plan rest stops before setting a timetable. Participants need clear rules, team details and safety information in advance. On the day, registration, team assignment and the safety briefing should happen before the first teams leave, with route maps, instructions and communication equipment ready at every checkpoint.

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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
Record date and route
2 people
2
Reserve the venue and starting point
3
Distribute fox rolls
2 people
4
Work out the route and rest stops
3 people
5
Write rules and safety plan
2 people
6
Send invitations
7
Process registrations
8
Collect dietary requirements
9
Check parent forms
2 people
10
Brief the foxes and checkpoints
3 people
11
Create tasks and instructions
3 people
12
Check route in advance
2 people
13
Arrange teams and start times
2 people
14
Check the shopping list
15
Do the shopping
2 people
16
Collect materials
2 people
17
Laminating instruction cards
2 people
18
Share phone numbers and emergency plan

Event

19
Open the grounds and kitchen
2 people
20
Set up tables and chairs
3 people
21
Set up the information board and route map
2 people
22
Set up fox posts
5 people
23
Chill drinks
2 people
24
Handle registration and team assignment
3 people
25
Explain the rules and safety
2 people
26
Have teams start in phases
3 people
27
Staff the fox posts
6 people
28
Check route and safety
2 people
29
Restock drinks and snacks
2 people
30
Prepare a hot meal
4 people
31
Serve the meal
4 people
32
Process scores and results
2 people
33
Handle prize ceremony
2 people
34
Ensure participants leave safely
2 people

Aftercare

35
Clear fox stations and route
5 people
36
Wash dishes and cookware
3 people
37
Collect and sort waste
3 people
38
Clean the grounds and toilets
3 people
39
Check and store the materials
2 people
40
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

Check the full route in advance, including rest stops, crossings and areas with poor phone reception. Allow extra time for getting lost, waiting at checkpoints and returning to the finish.
Set team start times rather than sending everyone out together. Leave enough space between teams for the foxes and checkpoints to operate without groups catching up immediately.
Give every fox and checkpoint the same written instructions, route information and emergency contacts. Walkie-talkies help when mobile coverage is unreliable, but agree on a simple backup plan as well.
Collect dietary requirements and parent forms before the event, not at registration. Set a clear deadline at least 7 days before the hunt so missing information can be followed up.
Prepare the information board, route map, team ribbons and assignment cards before participants arrive. Keep spare pens, score pads, flashlights and batteries in clearly labelled storage boxes.

Frequently asked questions

How long does it take to organise a fox hunt?: Allow at least 3 to 4 weeks for a small fox hunt. Use the first week to confirm the date, venue and route, then leave at least 7 days for registrations, forms, dietary requirements and final route checks.
How many people should be in a fox hunt team?: A practical team size is 4 to 6 people, depending on the route and activities. Finalise teams and start times before the day so registration does not delay the first departure.
When should foxes and checkpoints receive their instructions?: Brief them at least 2 days before the event and give them the final route and emergency plan. Confirm their positions again on the day before teams start.
How early should we set up for a fox hunt?: Open the grounds and kitchen at least 2 hours before registration. This gives you time to set up tables, chairs, signs, maps, fox posts, lighting and chilled drinks before participants arrive.

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.