How to organise a treasure hunt that runs smoothly

Start by fixing the route and the event structure before writing every puzzle. A workable treasure hunt needs a tested course, clear team instructions, enough supervisors and materials that survive outdoor use. Build in time to test each lock and clue, then prepare food, drinks and prizes separately so they do not distract from the game setup. The most common problems are unclear route signs, untested puzzles and teams leaving without the right equipment.

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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
Check the route and grounds
2 people
2
Reserve location and route
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Develop the treasure hunt concept
2 people
7
Write puzzle tasks
2 people
8
Check the route for safety
2 people
9
Assign teams and supervisors
2 people
10
Purchase prizes and awards
2 people
11
Print cards and instructions
2 people
12
Laminating signs
2 people
13
Prepare puzzle boxes
3 people
14
Test locks and puzzles
3 people
15
Label team vests and materials
2 people
16
Gather supplies
2 people
17
Package the treasures per team
3 people
18
Buy non-perishable groceries
2 people
19
Remind participants
20
Buy fresh groceries
2 people
21
Prepare food and drinks
3 people
22
Brief chaperones
2 people

Event

23
Set up start table
3 people
24
Set up party tents and tables
4 people
25
Place route signs
4 people
26
Hide puzzle boxes
4 people
27
Set up the food and drink area
3 people
28
Test the sound and lighting
2 people
29
Receive participants
3 people
30
Assign teams and brief them
3 people
31
Lead the treasure hunt
8 people
32
Record start and end times
2 people
33
Refill drinks
2 people
34
Serve snacks and dinner
4 people
35
Operate barbecue
2 people
36
Check the winners
2 people
37
Present prizes
2 people
38
See off the last visitors
2 people

Aftercare

39
Collect puzzle boxes and clues
4 people
40
Dismantle furniture and tents
4 people
41
Collect and sort waste
3 people
42
Wash dishes and kitchen equipment
3 people
43
Clean the grounds and toilets
3 people
44
Check and store the materials
2 people
45
Return borrowed items
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Chairsqty 50
Beer tablesqty 4
Tableclothsqty 6

Game materials

Treasure chestsqty 6
Padlocksqty 12
Compassqty 12
Team bibsqty 50
Clipboardsqty 12
Pencilsqty 60
Waterproof document sleevesqty 60
Plastic tokensqty 100
Prize bagsqty 12
Route arrowsqty 30
Conesqty 20
Streetlamp signsqty 12

Equipment

Walkie-talkiesqty 6
Megaphone
Portable speaker
Extension cordsqty 4
Power stripsqty 3
Coolersqty 4
Barbecuesqty 2
Thermos flasksqty 4

Lighting

LED lanternsqty 12
String lightsqty 4

Decorations

Buntingqty 6
Treasure decoration

Tableware

Reusable platesqty 60
Reusable cupsqty 80
Cutlery setsqty 60

Kitchen

Serving traysqty 8
Barbecue tongsqty 4
Cutting boardsqty 3
Kitchen knivesqty 3

Cleaning

Waste binsqty 6
Cleaning bucketsqty 3
Cleaning clothsqty 12

Catering

Groceries

Tips

Walk the full route before inviting people and check it again for safety. Allow at least 30 minutes for the final inspection, including crossings, uneven ground and places where route arrows or streetlamp signs could be missed.
Test every puzzle box, padlock and clue in the order teams will use them. Give the complete route to someone who did not create the puzzles; if they get stuck for more than 5 minutes, rewrite the instruction or prepare a hint.
Assign teams and supervisors before the event day, then label team bibs, clipboards and materials by team. Give each supervisor a walkie-talkie and a written emergency contact sheet rather than relying on mobile reception.
Protect the paperwork from rain by printing spare clue sets and using waterproof document sleeves. Pack each team’s tokens, pencils, compass and instructions together at least 1 day before the hunt.
Set up the start table, tents and route signs before participants arrive, and keep food preparation separate from the game materials. Put cold drinks in coolers and prepare a short briefing that takes no more than 10 minutes.

Frequently asked questions

How long does it take to organise a treasure hunt?: Allow 3 to 6 weeks for a small event, especially if you are reserving a location and route. Plan the puzzles and route first, then send invitations and order or buy prizes, printed materials and equipment. Reserve the final 2 days for packing and testing.
How many clues do you need for a treasure hunt?: For a 60- to 90-minute hunt, prepare roughly 8 to 12 puzzle stages, depending on walking distance and difficulty. Test the complete route with one person before the event; the target is usually 5 to 10 minutes per stage, including walking and solving.
How many supervisors do I need for a treasure hunt?: Use at least 1 supervisor per team for children or routes with crossings, and never leave a supervisor responsible for more than 2 teams. Add one floating coordinator for groups of more than 30 participants so problems with locks, clues or safety can be handled quickly.
When should I prepare treasure hunt materials?: Print, laminate and label the cards, signs and team materials 3 to 5 days beforehand. Test locks and puzzles again the day before, then pack each team’s treasure items and instructions in a separate bag so setup does not depend on last-minute sorting.

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.