How to organise a scavenger hunt that runs on time

Start with the route and the experience you want teams to have, then build the tasks around it. Walk the route before inviting anyone: check permissions, timing, access and places where teams could get confused. Once registrations are in, collect dietary requirements, divide teams and assign supervisors to stations. Finish by preparing one complete pack per team, printing the route materials and setting up the start and finish area before participants arrive.

Organize this event for free with Lizzt

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
Reserve route and starting point
5
Check route permit
6
Check the route in advance
2 people
7
Create tasks and questions
2 people
8
Create Answers and Scoring
2 people
9
Assign teams
10
Assign supervisors and stations
11
Send participant information
12
Print task cards
13
Print route maps
14
Assemble team packages
2 people
15
Do the shopping
2 people
16
Collect prizes and materials
17
Chill drinks
2 people
18
Prepare snacks and sandwiches
3 people
19
Bring materials to the start point
2 people
20
Set up tables and chairs
3 people
21
Place the start and finish sign
2 people
22
Set up route arrows and markers
3 people
23
Set out stations and assignments
4 people
24
Set Up Registration Desk
2 people
25
Test sound system and lighting
2 people
26
Route safety check
2 people
27
Brief chaperones
2 people

Event

28
Register participants
3 people
29
Distribute team materials
3 people
30
Give game instructions
2 people
31
Let teams depart
3 people
32
Staff route checkpoint
6 people
33
Support participants by phone
34
Refill drinks
2 people
35
Collect submitted answers
2 people
36
Check answers
3 people
37
Serve sandwiches and snacks
3 people
38
Announce the winners
2 people
39
Present prizes
2 people
40
Take up found items
2 people

Aftercare

41
Remove route arrows and markers
3 people
42
Collect and sort waste
3 people
43
Wash dishes
2 people
44
Clear tables and chairs
3 people
45
Clean the starting area
3 people
46
Check and store the materials
2 people
47
Return borrowed materials

What to bring

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

Furniture

Tablesqty 6
Chairsqty 40
Registration desk

Sports equipment

Conesqty 20
Stopwatchesqty 4
Whistlesqty 6
Team bibsqty 40
Measuring tapesqty 4

Equipment

Megaphone
Mobile phonesqty 4
Power banksqty 4
Extension cordsqty 2

Lighting

LED lampsqty 6
Flashlightsqty 6

Tableware

Glassesqty 50
Mugsqty 30
Platesqty 50
Cutlery setsqty 50

Kitchen

Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving plattersqty 6
Serving spoonsqty 6
Thermos flasksqty 4

Decorations

Start and finish signqty 2
Route arrowsqty 30
Barrier tapeqty 4
Tableclothsqty 6
Team flagsqty 10

Catering

Water jugsqty 6
Ice packsqty 20
Prizesqty 10
Table numbersqty 10
Groceries

Cleaning

Waste binsqty 6
Cleaning clothsqty 10
Broomqty 2
Litter pickerqty 2
Hand sanitizerqty 4

Safety

First aid kitsqty 2
Reflective vestsqty 8

Paper goods

Clipboardsqty 12
Pensqty 40
Pencilsqty 40
Envelopesqty 50
Printer paperqty 250
Tapeqty 6
Waterproof markersqty 12

Tools

Scissorsqty 4
Hammerqty 2
Herringqty 30

Tips

Walk the full route at the same time of day as the hunt if possible. Note walking times, weak phone coverage, unsafe crossings and every point where you need a route arrow or supervisor.
Test every task with someone who was not involved in writing it. Record the expected answer, points and time limit, and remove questions that depend on information participants cannot reasonably find.
Prepare one labelled team pack at least one day beforehand. Include task cards, route information, team identification and any materials needed at stations, rather than sorting them at the start.
Set a registration and briefing window of about 15 minutes before the planned start. Keep the start and finish signs visible, and have a megaphone, stopwatch and spare phone or power bank ready.
Plan the finish before the teams leave. Assign someone to collect score sheets, confirm answers and manage refreshments; otherwise the final teams often wait while scoring and serving happen at once.

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 you need route permission or several supervisors. Do the route check and first task draft early, then use the final week for registrations, shopping, printing and team packs.
How many tasks should a scavenger hunt have?: For a 90-minute route, plan roughly 10 to 15 tasks, depending on walking distance and how long each answer takes. Test the full sequence once; a task that takes five minutes longer than expected can delay every team.
How early should I arrive to set up a scavenger hunt?: Arrive 90 minutes before participants are due. Use the first hour for tables, signs, route markings and stations, then keep the final 30 minutes for registration, briefing, radio or phone checks and last-minute changes.
How do you score a scavenger hunt fairly?: Write the answer and point value before the event and use the same scoring sheet for every team. Give each task a clear maximum score and record time penalties separately, so supervisors do not make different decisions on the route.

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.