How to organize a GPS scavenger hunt

A GPS scavenger hunt works best when the route, technology and timing are tested before participants arrive. Start by fixing the start and finish locations, then build and walk the route, test the GPS file and prepare checkpoint tasks. Allow enough time to assign teams, stagger starting times and send clear route information. On the day, keep a printed run sheet, contact list and backup route available in case devices fail or weather changes.

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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
Send invitations
2
Process registrations
3
Collect dietary requirements
4
Update participant list
5
Reserve starting location
6
Reserve final venue
7
Design GPS route
2 people
8
Inspect the route on site
2 people
9
Check the route for safety
2 people
10
Set an alternative route
11
Test the GPS file
2 people
12
Create checkpoint tasks
2 people
13
Prepare answers and score sheet
14
Assign teams
2 people
15
Create start times per team
16
Send route information
17
Check the weather forecast
18
Remind participants
19
Do the shopping
2 people
20
Charge GPS devices
21
Check materials
2 people
22
Sort checkpoint materials
2 people
23
Print the run sheet and contact list

Event

24
Open venue
2 people
25
Set up tables and chairs
4 people
26
Place the start and finish sign
2 people
27
Set out checkpoint materials
4 people
28
Set up the reception table
2 people
29
Chill drinks
2 people
30
Set out coffee and tea
2 people
31
Receive participants
3 people
32
Distribute GPS devices
2 people
33
Give safety instructions
34
Get the teams started
3 people
35
Process checkpoint notifications
2 people
36
Track route and participants
2 people
37
Refill drinks
2 people
38
Set out snacks
2 people
39
Register finishers
2 people
40
Set up the dinner buffet
3 people
41
Serve dinner buffet
3 people
42
Check score sheets
2 people
43
Announce the winner
44
Collect GPS devices
2 people

Aftercare

45
Wash dishes
3 people
46
Collect materials
4 people
47
Clean up the venue
4 people
48
Sort and remove waste
2 people
49
Clean the venue
3 people
50
Let materials dry
2 people
51
Charge and check equipment
52
Return borrowed materials
2 people
53
Archive score data

What to bring

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

Furniture

Folding tablesqty 6
Chairsqty 50
Buffet tablesqty 3

Equipment

GPS devicesqty 12
Power banksqty 12
Charging cablesqty 15
Walkie-talkiesqty 6
Extension cordsqty 3
Kettlesqty 2
Coffee machinesqty 2
Bluetooth speakersqty 2

Sports equipment

Compassqty 12
Reflective vestsqty 12
Conesqty 20
Measuring tapesqty 4
Waterproof route coversqty 15
Checkpoint traysqty 12
Assignment cardsqty 60
Score sheetsqty 60
Pinsqty 60
Ribbons for markingqty 30
Route mapsqty 60
Prizesqty 3

Tableware

Reusable drinking glassesqty 60
Platesqty 60
Knivesqty 60
Forksqty 60
Spoonsqty 60

Kitchen

Coolersqty 4
Thermos flasksqty 4
Serving spoonsqty 6
Cutting boardsqty 3
Kitchen knivesqty 3
Serving plattersqty 8
Serving utensilsqty 8

Lighting

LED lanternsqty 8
String lightsqty 4

Cleaning

Waste binsqty 6
Bucketsqty 3
Broom setsqty 2
Mopsqty 3
First aid kitsqty 2

Catering

Groceries

Tips

Walk the complete route before the event, not just the checkpoints. Check crossings, poor GPS coverage, private areas and lighting, then keep an alternative route ready at least one day before the hunt.
Test every GPS file on the actual devices you will use. Charge GPS devices and power banks the night before, pack charging cables, and bring a compass or printed route maps as a backup.
Stagger team starts instead of sending everyone out together. A 10-minute gap between teams reduces crowding at checkpoints and gives you time to resolve registration or equipment problems.
Prepare checkpoint materials in separate trays or clearly labelled packs. Include assignment cards, waterproof route covers and score sheets so volunteers do not have to sort materials while teams are waiting.
Check the weather forecast 24 hours before the start and again on the morning itself. Pack reflective vests, cones and waterproof covers when conditions or visibility could affect route safety.

Frequently asked questions

How long does it take to organize a GPS scavenger hunt?: Allow at least 2 to 3 weeks for a small hunt, especially if you need to reserve a starting location and final venue. Do the route inspection and GPS test no later than 3 days before the event.
How much time should teams have between starting times?: Use a 10-minute gap between teams as a practical starting point. Increase it to 15 minutes if the first checkpoint is small or the route has narrow paths where teams could catch up quickly.
How many GPS devices and power banks do I need?: Provide one working GPS device per team, plus at least one spare device for every 5 teams. Bring one charged power bank per device if the route lasts more than 3 hours or charging access is uncertain.
When should I send the route information to participants?: Send the route information and start time at least 3 days before the hunt. Send a reminder 24 hours before departure with the meeting point, expected duration, weather advice and a contact number.

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.