How to organise a scavenger hunt from start to finish

A scavenger hunt works best when the route, timing and scoring are settled before you write the first clue. Start by choosing a route and meeting point, then check permissions, safety and walking time. Build tasks that fit the locations, assign teams staggered start times, and prepare one complete kit for each team. On the day, mark the route, brief helpers, check lighting and receive participants with maps, rules and answer forms ready.

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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
Check permits and route
2 people
4
Determine teams and rules
2 people
5
Send invitations
6
Process registrations
7
Collect dietary requirements
8
Walk through the route
3 people
9
Develop tasks and riddles
3 people
10
Create Answers and Scoring
2 people
11
Print route maps and forms
2 people
12
Create team assignments and start times
2 people
13
Brief chaperones
2 people
14
Check the shopping list
15
Collect game materials
2 people
16
Do the shopping
2 people
17
Prepare snacks and bread
3 people
18
Chill drinks
2 people
19
Set up the starting location
4 people
20
Set up route markers
4 people
21
Place lighting along the route
3 people
22
Set out team kits
2 people
23
Set up the information table
2 people
24
Conduct a safety check
2 people

Event

25
Receive participants
3 people
26
Register attendance
2 people
27
Distribute teams and materials
3 people
28
Explain the game rules and route
2 people
29
Have teams start in phases
3 people
30
Staff route points
6 people
31
Collect interim results
2 people
32
Refill drinks
2 people
33
Serve snacks
3 people
34
Set up the evening meal
4 people
35
Serve dinner
4 people
36
Sign in incoming teams
2 people
37
Check answers
3 people
38
Announce the winner
39
Present prizes
2 people
40
See participants off
3 people

Aftercare

41
Clear route markers
4 people
42
Clear the starting location
4 people
43
Collect and sort waste
3 people
44
Wash dishes
3 people
45
Clean the venue
3 people
46
Register lost and found items
47
Check and dry materials
2 people
48
Return borrowed items
2 people
49
Share results and photos

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 30
Party tentsqty 2
Tableclothsqty 6

Game materials

Route mapsqty 12
Answer formsqty 15
Assignment cardsqty 60
Answer bookletsqty 6
Laminated signsqty 40
Envelopesqty 60
Clipboardsqty 15
Ballpoint pensqty 30
Markersqty 12
Team wristbandsqty 60
Conesqty 24
Barrier tapeqty 4
Directional signsqty 20
Stopwatchesqty 6
Whistlesqty 8
Prizesqty 3

Equipment

Megaphone
Wireless walkie-talkiesqty 8
Power banksqty 6
Extension cordsqty 4

Lighting

LED lanternsqty 12
Headlampsqty 12
String lightsqty 4

Tableware

Reusable cupsqty 60
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 8

Kitchen

Coolersqty 4
Thermos flasksqty 4
Water jugsqty 4
Serving spoonsqty 6

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Bucketsqty 2
Cleaning clothsqty 12

Catering

Groceries

Tips

Walk the full route at the same time of day as the hunt, then allow 15–20 minutes for setup and unexpected delays. Check crossings, poor lighting, narrow paths and places where teams could take a wrong turn.
Set team sizes and starting times before sending invitations. Stagger groups by 5–10 minutes so teams do not crowd the first clue or copy each other’s answers.
Test every riddle and task with someone who has not seen the plan. Give each task a clear answer method and assign points in advance, rather than deciding what counts on the day.
Prepare one labelled envelope or kit per team at least one day ahead. Include the route map, assignment cards, answer forms, pens and any materials needed at stops.
Do the final safety check 60–90 minutes before the start. Confirm route markers, barriers, lighting, walkie-talkies, charged power banks, drinks and a clear information table are all in place.

Frequently asked questions

How long does it take to organise a scavenger hunt?: Allow at least 2–3 weeks for a small hunt and 4–6 weeks if you need a venue, permits or a more complex route. Write the clues only after the route has been walked and checked.
How many people should be on a scavenger hunt team?: Teams of 3–6 people are usually manageable: large enough to solve tasks together but small enough to move around the route. For larger groups, stagger starts by 5–10 minutes.
How many clues should a scavenger hunt have?: Plan around 8–12 tasks for a 90-minute hunt, depending on walking distances and task difficulty. Allow roughly 5–8 minutes per task, plus time for navigation and scoring.
What should I prepare the day before a scavenger hunt?: Finish team assignments, print maps and answer forms, pack every team kit, charge communication equipment and chill drinks the day before. Keep only route marking, final safety checks and participant reception for the event day.

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.