How to organise a scavenger hunt run

A scavenger hunt run needs more than a route and a list of challenges. Start by fixing the date, securing the start location and checking whether permits or notifications are required. Then test the route on foot, place checkpoints where teams can safely stop, and assign enough volunteers to monitor them. Most problems happen when instructions, signs, participant information or weather plans are left until the final 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
Record date and route
2 people
2
Reserve starting location
3
Check permits and notifications
4
Check the route for safety
3 people
5
Determine checkpoint locations
2 people
6
Develop scavenger hunt tasks
2 people
7
Design route map
8
Create a registration form
9
Send invitations
2 people
10
Process registrations
2 people
11
Collect dietary requirements
12
Schedule volunteers
2 people
13
Staff route checkpoints
2 people
14
Prepare race numbers
2 people
15
Print task cards
16
Print route signs
17
Check the weather forecast
18
Print participant list
19
Do the shopping
2 people
20
Check materials
2 people
21
Equip route checkpoints with materials
3 people

Event

22
Set up the start and finish area
5 people
23
Set up tables and chairs
3 people
24
Place route signs
4 people
25
Set up checkpoints
4 people
26
Lay out bib numbers
2 people
27
Chill drinks
2 people
28
Prepare coffee and tea
2 people
29
Brief volunteers
2 people
30
Receive participants
3 people
31
Give the introduction briefing
2 people
32
Get participants started
3 people
33
Guide Checkpoints
8 people
34
Check the route and traffic
3 people
35
Record finish times
2 people
36
Receive finishers
3 people
37
Serve snacks
2 people
38
Refill drinks
2 people
39
Check the result
2 people
40
Present prizes
2 people
41
Turn on evening lighting
42
Escort the last visitors
2 people

Aftercare

43
Collect route signs
4 people
44
Take down the start and finish area
5 people
45
Collect waste
3 people
46
Wash dishes
2 people
47
Clean the venue
3 people
48
Sort materials
2 people
49
Return borrowed materials
2 people
50
Send results and thank-you message

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 24
Party tentsqty 2
Crowd control barriersqty 12

Sports equipment

Traffic conesqty 30
Route arrowsqty 35
Bib numbersqty 120
Safety pinsqty 240
Reflective vestsqty 20
Stopwatchesqty 4
Hand tally countersqty 4
Conesqty 20
First aid kitsqty 2
Thermal labelsqty 10

Office

Clipboardsqty 12
Ballpoint pensqty 30
Waterproof markersqty 12
Route mapsqty 120
Assignment cardsqty 240
Participant listsqty 10

Decorations

Start banner
Finish banner
Buntingqty 6

Lighting

LED work lightsqty 4
Extension cordsqty 4

Equipment

Walkie-talkiesqty 8
Power banksqty 4

Catering

Coolersqty 4
Drink dispensersqty 3
Thermos flasksqty 4
Groceries

Tableware

Reusable cupsqty 150
Coffee cupsqty 60
Platesqty 120
Cutlery setsqty 120

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 6

Cleaning

Waste binsqty 6
Broom setsqty 3
Bucketsqty 3
Cleaning clothsqty 20

Tips

Walk the complete route before publishing it, including every checkpoint. Check crossings, narrow sections, lighting and places where runners could take a wrong turn, then prepare route arrows and cones accordingly.
Set checkpoint tasks only after the route is fixed. Print one waterproof set of assignment cards for each station, plus spare copies, and write clear instructions that volunteers can explain in under one minute.
Give volunteers a precise station brief at least 48 hours before the run. Include the checkpoint location, opening and closing time, task rules, emergency contact method and the materials they must collect.
Close registration early enough to print bib numbers, participant lists and route maps. A practical deadline is 3 to 5 days before the event, especially if you need dietary requirements or volunteer shifts.
Prepare the start and finish area the day before when possible. Pack signs, clipboards, pens, stopwatches, first aid kits, drinks and power banks by location so setup does not depend on finding loose items on the morning.

Frequently asked questions

How long does it take to organise a scavenger hunt run?: Allow at least 3 to 6 weeks for a small run with a fixed route and several checkpoints. Use the first week for the date, location, permissions and route, and leave the final 3 to 5 days for printing, shopping and volunteer confirmation.
How many volunteers do I need for a scavenger hunt run?: Plan for at least one volunteer at every active checkpoint, plus two people at the start and finish. Add one roaming safety contact for routes with crossings, larger groups or more than 50 participants.
When should I check the route for a scavenger hunt?: Check it once during planning and again within 7 days of the event. Do a final weather and access check the day before, because construction, blocked paths or poor lighting can change the safe route.
What should I prepare the day before a scavenger hunt run?: Pack materials by checkpoint, print the participant list and route signs, and prepare bib numbers, assignment cards and volunteer instructions. Also check the weather, charge radios and power banks, and confirm every volunteer at least 24 hours beforehand.

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.