How to organise a scavenger hunt that runs smoothly

Start with the route and the experience, not the decorations. Confirm the starting location, check the route for accessibility, arrange any permissions and test every task before inviting people. Then divide teams into timed starts, assign supervisors to checkpoints and prepare printed materials so the hunt does not depend on everyone’s phone. A clear rain plan, emergency contacts and an early setup window prevent the most common problems on the day.

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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 the date and starting location
2
Create the route and tasks
2 people
3
Check the route for accessibility
2 people
4
Arrange route permission
5
Reserve starting location
6
Set the rain plan
2 people
7
Send invitations
8
Process registrations
9
Collect dietary requirements
10
Collect emergency contacts
11
Assign supervisors and stations
12
Arrange teams and start times
13
Test the tasks and route
3 people
14
Design task cards
15
Print route maps
16
Print task cards
17
Purchase game materials
18
Do the shopping
2 people
19
Sort prizes and team labels
20
Prepare route arrows and checkpoints
2 people
21
Print participant list and emergency numbers

Event

22
Set up start table
2 people
23
Set up route checkpoints
4 people
24
Set out snacks and drinks
2 people
25
Brief chaperones
26
Receive participants
3 people
27
Assign teams and hand out labels
3 people
28
Give game instructions
29
Hand out route maps and assignments
3 people
30
Ensure teams depart safely
4 people
31
Staff route checkpoints
4 people
32
Restock drinks and snacks
2 people
33
Register incoming teams
2 people
34
Check answers
2 people
35
Announce the winners
36
Hand out prizes
2 people

Aftercare

37
Collect route arrows and checkpoints
4 people
38
Clear tables and chairs
3 people
39
Collect and sort waste
2 people
40
Clean materials
2 people
41
Leave venue clean
2 people
42
Return borrowed materials
43
Thank participants

What to bring

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

Furniture

Foldable tablesqty 2
Folding chairsqty 6
Party tent
Coolersqty 2

Game materials

Route mapsqty 45
Assignment cardsqty 45
Answer sheetsqty 45
Team labelsqty 45
Route arrowsqty 30
Marking tapeqty 6
Traffic conesqty 12
Envelopesqty 30
Prizesqty 6
Storage boxesqty 6

Writing supplies

Clipboardsqty 8
Ballpoint pensqty 50
Pencilsqty 50
Pencil sharpenersqty 6
Waterproof markersqty 12
Markersqty 6

Equipment

Walkie-talkiesqty 6
Megaphone
Stopwatchqty 3
Power banksqty 3
Charging cablesqty 6

Safety

Safety vestsqty 8
First aid kit
Flashlightsqty 6

Tableware

Reusable cupsqty 50
Reusable traysqty 6

Catering

Thermos flasksqty 3
Water jugsqty 4
Ice packsqty 12

Lighting

LED lampsqty 4

Cleaning

Waste binsqty 3

Groceries

Groceries

Tips

Test the full route with at least one complete team before printing the final maps and task cards. Check walking time, confusing turns, mobile coverage and whether each checkpoint is still usable.
Use staggered start times instead of sending every team out together. Leave enough space between teams to reduce queueing at checkpoints and make it harder for one team to follow another.
Prepare one labelled envelope or set of cards per team, including a route map, assignment cards, answer sheet, pens and team label. Pack these into storage boxes so the start table can be set up quickly.
Give each supervisor a specific station, task and contact method. Brief them on the scoring rules, what to do if a team is late and how to report an incident using walkie-talkies or a phone.
Set up the start table and route checkpoints before participants arrive, then allow at least 30 minutes for a final route check. Keep spare arrows, waterproof markers, power banks and a first-aid kit available for problems outside the plan.

Frequently asked questions

How long does it take to organise a scavenger hunt?: Allow at least two to three weeks for a small hunt, especially if the route needs permission or a starting location must be reserved. Use the final three days to print materials, confirm registrations, assign supervisors and test the route again.
How many tasks should a scavenger hunt have?: Plan around 8 to 12 tasks for a hunt lasting roughly 90 minutes to two hours. Fewer, well-tested tasks work better than a long route with unclear instructions or checkpoints that create delays.
How far in advance should I send scavenger hunt invitations?: Send invitations three to four weeks before the event if you need registrations, dietary requirements and emergency contacts. Close registrations several days before the hunt so teams, labels and printed participant lists can be finalised.
What should I do if it rains during a scavenger hunt?: Decide on the rain programme before invitations go out, and communicate the decision deadline clearly. Prepare a covered start area, protect printed cards with envelopes and have an indoor or shortened route ready at least 24 hours before the event.

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.