How to organise a fox hunt from start to finish

A fox hunt works best when the route, people and station materials are organised in that order. Start by fixing the date and route, then recruit foxes and supervisors before inviting participants. Once registrations are in, assign teams, write clear rules and prepare each station as a separate pack. The details most often missed are route safety, dietary information, printed score sheets, charged communication devices and lighting for anyone returning after dark.

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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 location for start
3
Recruit foxes and supervisors
2 people
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Check the route for safety
3 people
8
Create team assignments
2 people
9
Write the rules and hints
2 people
10
Assign fox stations
2 people
11
Print route maps
12
Print team cards and score sheets
13
Prepare fox briefing
14
Do the shopping
2 people
15
Check materials
2 people
16
Sort vests and team materials
2 people
17
Pack fox stations by bag
2 people
18
Chill drinks
2 people
19
Set up tables and chairs
3 people
20
Set up the start and reception table
2 people
21
Hang decorations
2 people
22
Set up lighting
2 people
23
Hang route arrows
3 people
24
Set up fox stations
6 people
25
Prepare the first aid and phone list
26
Prepare coffee and tea
2 people
27
Prepare sandwiches and toppings
3 people

Event

28
Register participants
2 people
29
Explain the rules
2 people
30
Direct teams to start points
4 people
31
Staff the fox posts
6 people
32
Track route and participants
3 people
33
Refill drinks
2 people
34
Serve snacks and sandwiches
3 people
35
Check scores
2 people
36
Announce the winners
2 people
37
Supervise the evening free activity
3 people
38
Collect waste along the way
2 people
39
Collect game materials
3 people

Aftercare

40
Clear tables and chairs
3 people
41
Wash dishes
2 people
42
Clean the venue
4 people
43
Remove route arrows and checkpoints
3 people
44
Take out the trash
2 people
45
Store materials clean and dry
2 people
46
Return borrowed materials
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 48
Tableclothsqty 6
Folding chairs for supervisorsqty 8

Game materials

Reflective vestsqty 48
Route mapsqty 12
Score sheetsqty 12
Clipboardsqty 12
Pensqty 30
Fox masksqty 8
Task cardsqty 40
Conesqty 24
Route ribbonsqty 2
Prizesqty 3
Stopwatchesqty 6
Flashlightsqty 10
Power banksqty 4
Walkie-talkiesqty 6
Plastic storage boxesqty 8
Ropeqty 2
Measuring tapesqty 4
Chalkqty 12

Decorations

Buntingqty 6
Start sign
Route arrowsqty 24
Balloonsqty 40

Lighting

String lightsqty 4
LED lampsqty 8
Extension cordsqty 4

Equipment

Bluetooth speaker
Microphone
Batteriesqty 24

Kitchen

Coffee maker
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Pitcherqty 2

Tableware

Reusable cupsqty 60
Platesqty 60
Cutlery setsqty 60
Coffee cupsqty 40
Serving spoonsqty 6

Cleaning

Washing-up basinsqty 2
Dish brushesqty 2
Cleaning bucketsqty 2
Broom and dustpanqty 2
Mopqty 2
First aid kit
Hand soap dispensersqty 2

Catering

Groceries

Tips

Check the full route on foot before sending invitations. Mark unsafe crossings, poor lighting and places where teams could get lost, then add arrows, ribbons or cones only after the route has been approved.
Recruit foxes and supervisors early enough to brief them separately. Give each fox a station bag containing its task cards, stopwatch, materials and any instructions, rather than handing out loose items on the day.
Close registration with a clear deadline, then use the final numbers to create team assignments and prepare team cards, route maps and score sheets. Print a few spare copies of each document for lost or damaged sheets.
Prepare the start area at least 60 minutes before the first team leaves. Set out the reception table, tables and chairs, signs, vests and clipboards, and keep drinks, dietary information and the phone list together where organisers can reach them.
Test every safety and communication item before departure. Charge walkie-talkies, phones and power banks, check flashlights and LED lamps, and place the first-aid supplies and emergency contacts at the start table.

Frequently asked questions

How far in advance should I organise a fox hunt?: Start planning at least 4 to 6 weeks before the event. Fix the date and route first, recruit foxes and supervisors next, and send invitations only after the route and start location are confirmed.
How many foxes and supervisors do I need for a fox hunt?: Plan at least one fox for every fixed station and one supervisor for each team or difficult route section. Confirm the exact number after the route walk-through and team count, then brief everyone no later than 2 days before the hunt.
What should each fox station pack contain?: Pack the station task cards, timing equipment, writing materials and any cones, rope, chalk or measuring tools needed there. Sort and label all station bags at least 1 day before the event so missing items can still be replaced.
How long before a fox hunt should the start area be ready?: Allow 60 to 90 minutes for tables, chairs, signs, decorations, lighting, drinks and registration materials. Have the first-aid information, phone list and charged communication devices ready 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.