How to organize a GPS scavenger hunt

A GPS scavenger hunt works best when the route, devices, and handover points are ready before participants arrive. Start by choosing a manageable area, plot every checkpoint, and walk or drive the full route in advance. Then assign teams, load and test the GPS files, and prepare clear instructions for the start and finish. This plan also covers registrations, dietary requirements, catering, equipment, weather checks, and the practical setup that is easy to overlook.

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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
Create the participant list
2
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Select route area
2 people
6
Plot GPS route
2 people
7
Check route in advance
2 people
8
Create route assignments
2 people
9
Record checkpoints
2 people
10
Make a reservation for the start location
11
Make a reservation for the final venue
12
Finalize catering arrangements
13
Check the weather forecast
14
Send participant information
15
Assign teams in advance
16
Charge GPS devices
17
Load route files
18
Collect materials
2 people
19
Do the shopping
2 people
20
Chill drinks
21
Set up the starting location
3 people
22
Mark route points
2 people
23
Set up the reception desk
2 people
24
Prepare the registration list

Event

25
Receive participants
2 people
26
Serve welcome drinks
2 people
27
Announce the teams
28
Give route instructions
29
Distribute GPS devices
2 people
30
Let the first route group start
2 people
31
Track route groups by phone
2 people
32
Refill drinks
33
Set out snacks
2 people
34
Help attendees by phone
35
Register finish teams
2 people
36
Collect GPS devices
2 people
37
Set up the dinner buffet
3 people
38
Serve dinner buffet
3 people
39
Support awards ceremony
40
Refill drinks during closing

Aftercare

41
Collect materials
3 people
42
Collect waste
2 people
43
Wash dishes
2 people
44
Clean the venue
3 people
45
Remove route markers
2 people
46
Charge GPS devices
47
Return borrowed materials
2 people
48
Handle deposits and rented items

What to bring

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

Sports equipment

Handheld GPS devicesqty 6
Compassqty 6
Reflective vestsqty 6
Route arrowsqty 30
Marking tapeqty 4
Assignment foldersqty 6

Equipment

Power banksqty 6
Charging cablesqty 8
Walkie-talkiesqty 4
Bluetooth speaker
Extension cordqty 2
Power stripqty 2

Furniture

Tablesqty 4
Chairsqty 24
Party tent

Tableware

Reusable cupsqty 30
Platesqty 24
Cutlery setsqty 24
Coffee cupsqty 24

Kitchen

Coolersqty 3
Serving plattersqty 6
Serving tongsqty 4
Cutting boardsqty 2
Chef's knifeqty 2
Thermos flasksqty 3
Water jugqty 2
Bottle openersqty 3
Aluminum foilqty 2
Food storage containersqty 8
Picnic blanketsqty 4

Lighting

LED lanternsqty 4
String lightsqty 2

Safety

First aid kit
Sunscreenqty 3
Rain ponchosqty 24

Office

Clipboardsqty 6
Ballpoint pensqty 24
Waterproof markersqty 6
Printer paperqty 50
Name stickersqty 30
Prizesqty 3

Cleaning

Waste binsqty 3

Catering

Groceries

Tips

Test the entire route before the event, not just the first and last checkpoint. Check GPS reception, unclear turns, private areas, road crossings, and whether every marker is still visible.
Load each route file onto the handheld GPS devices at least one day ahead and charge the devices overnight. Keep charging cables and power banks together so a low battery does not stop a team.
Assign teams before arrival and prepare one assignment folder per team. Include the route information, checkpoint details, and any rules so the registration desk does not become a bottleneck.
Allow extra time at the start for registration, device handover, and a short safety briefing. Set up the tables, chairs, reception desk, route markers, reflective vests, and communication equipment before the first participant arrives.
Plan the finish as carefully as the start. Reserve the final venue, confirm catering, chill drinks, and prepare serving equipment, water, coffee, and storage containers before teams return at different times.

Frequently asked questions

How long does it take to organize a GPS scavenger hunt?: Allow at least two to three weeks for a small event, especially if you need reservations and catering. Schedule the route test and device setup no later than one day before the hunt.
How many people should be in each GPS scavenger hunt team?: Teams of four to six people are usually practical: enough people to navigate and solve assignments without making the group difficult to manage. Assign the teams before the event so the start desk can move quickly.
How far in advance should I test a GPS scavenger hunt route?: Test the complete route one to two weeks beforehand, then do a final check within 24 hours of the event. Recheck markers, weather-sensitive sections, access restrictions, and battery levels before participants set off.
What should participants receive before a GPS scavenger hunt?: Send the start time, meeting point, expected duration, clothing advice, safety instructions, and dietary information request several days in advance. Tell teams whether they will receive a GPS device, compass, or other navigation materials at the start.

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