How to organise a photo scavenger hunt

Start by fixing the date, meeting point and route before writing the photo challenges. Walk the entire route yourself, check safety, and identify where teams will take each picture. Then set the team rules, collect registrations and prepare one clearly labelled starter kit per team. On the day, the registration desk, route arrows, charged power banks and printed score sheets prevent most delays. Leave enough time for a final route check and setup before participants arrive.

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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
Confirm date and location
2 people
2
Determine route and photo locations
3 people
3
Create scavenger hunt tasks
2 people
4
Check the route for safety
2 people
5
Develop teams and rules
2 people
6
Send invitations
7
Process registrations
8
Collect dietary requirements
9
Reserve prizes and materials
10
Finalize participant list
11
Assemble teams
2 people
12
Send participant information
13
Check the route again
2 people
14
Print the assignments and score sheets
2 people
15
Assemble start kits per team
3 people
16
Make arrows and route signs
2 people
17
Wrap the prizes
18
Do the shopping
2 people
19
Chill drinks
2 people
20
Prepare snacks
3 people
21
Set out the venue and route signs
3 people
22
Set up tables and chairs
3 people
23
Hang up decorations
2 people
24
Set up registration desk
2 people
25
Prepare starter packs
2 people
26
Test the sound and lighting
2 people

Event

27
Receive participants
3 people
28
Register teams
2 people
29
Give game instructions
30
Guide the start of the photo scavenger hunt
2 people
31
Answer teams' questions
2 people
32
Check the route and checkpoints
3 people
33
Refill drinks
2 people
34
Serve snacks
2 people
35
Collect submitted photos
2 people
36
Check photos and scores
3 people
37
Serve the buffet and dessert
3 people
38
Announce the winners
39
Present prizes
2 people
40
Host the open bar
2 people

Aftercare

41
Collect direction signs
3 people
42
Collect and sort waste
3 people
43
Wash dishes and glasses
3 people
44
Clear tables and chairs
3 people
45
Clean the venue
3 people
46
Pack leftover food
2 people
47
Return borrowed materials
2 people
48
Archive photos and results
49
Send thank-you message

What to bring

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

Furniture

Tablesqty 6
Chairsqty 45
Registration desk
Waste binsqty 4

Equipment

Coolersqty 4
Power banksqty 8
Charging cablesqty 12
Laptopsqty 2
USB sticksqty 3
Extension cordsqty 4
Power stripsqty 4

Lighting

String lightsqty 4
LED lanternsqty 6

Game materials

Clipboardsqty 12
Pensqty 60
Score sheetsqty 15
Assignment cardsqty 15
Route mapsqty 15
Team stickersqty 60
Envelopesqty 20
Conesqty 12
Stopwatchesqty 4
Prizesqty 12
Directional signsqty 25
Arrowsqty 30
Markersqty 12
Staplersqty 2
Rolls of tapeqty 6

Decorations

Balloonsqty 100
Buntingqty 6
Tableclothsqty 6

Tableware

Reusable platesqty 50
Reusable bowlsqty 50
Reusable glassesqty 60
Mugsqty 30
Cutlery setsqty 50

Kitchen

Serving spoonsqty 6
Cutting boardsqty 3
Bread knivesqty 3
Scissorsqty 3
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 6

Cleaning

Dishpanqty 2
Dish brushesqty 3
Cleaning clothsqty 12
Broom and dustpanqty 2

Catering

Groceries

Tips

Walk the route twice: once while planning the photo locations and again shortly before the hunt. Check crossings, restricted areas, poor lighting and any arrows or signs that may have moved.
Write the scoring rules before sending invitations. State the team size, start time, finish deadline, acceptable photo evidence and how ties will be decided; otherwise judging can take longer than the hunt.
Prepare one starter pack per team at least 24 hours in advance. Include the assignment cards, route map, clipboard, pens, score sheet, team sticker and any envelopes, rather than sorting materials at registration.
Plan for phone battery problems, not just phone cameras. Charge the power banks, pack the correct charging cables and place a charging point with extension cords and power strips at the venue.
Finish the physical setup at least 60 minutes before the start. Put out the registration desk, tables, chairs, bins and route signs, then test the arrows and check that the drinks and snacks are ready.

Frequently asked questions

How long does it take to organise a photo scavenger hunt?: Allow at least 2 to 3 weeks for a small event with invitations and registrations. Reserve the final 2 days for printing assignments, assembling team kits, buying supplies and confirming the participant list.
How many photo challenges should a scavenger hunt have?: For a 2-hour hunt, prepare about 10 to 15 challenges per team, with a mix of quick tasks and harder location-based shots. Test every challenge on the route so the full list fits the available time.
How do you organise teams for a photo scavenger hunt?: Set the team size before registrations close, then assemble teams from the final participant list 24 to 48 hours before the event. Give each team a sticker, labelled envelope or kit so assignments cannot be mixed up.
What should I prepare on the day of a photo scavenger hunt?: Finish setup at least 60 minutes before the start. Have the registration desk, printed score sheets, assignment cards, route maps, pens, signs, charged power banks, drinks and prizes ready before the first team arrives.

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.