How to organize a scavenger hunt from start to finish

Start by fixing the route, theme, and starting location before writing any puzzles. Then choose checkpoints that are easy to identify, test the route on foot, and build assignments that fit the available time. Registrations, dietary requirements, team setup, printed materials, and weather checks follow before the event day. On the day itself, leave at least 60 minutes to open the start location, set up the reception table and puzzle stations, chill drinks, and check that every team has the right materials.

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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
Set the route and theme
2 people
2
Reserve starting location
3
Select checkpoints
2 people
4
Check the route for safety
2 people
5
Develop puzzles and assignments
3 people
6
Send invitations
7
Process registrations
8
Collect dietary requirements
9
Share game rules and route
10
Assemble teams
2 people
11
Confirm checkpoints
2 people
12
Print puzzle materials
2 people
13
Print route maps
14
Print answers and score sheets
15
Assemble puzzle envelopes
3 people
16
Prepare the team labels
2 people
17
Do the shopping
2 people
18
Sort materials
2 people
19
Chill drinks
2 people
20
Check the weather forecast
21
Create final participant list

Event

22
Open the starting location
2 people
23
Set up tables and chairs
3 people
24
Set up the reception table
2 people
25
Set up puzzle stations
4 people
26
Place route arrows
2 people
27
Register and hand out team labels
3 people
28
Explain the rules and safety
2 people
29
Have teams start in phases
3 people
30
Staff the puzzle stations
6 people
31
Monitor the route and schedule
2 people
32
Serve drinks and snacks
3 people
33
Refill drinks
2 people
34
Collect puzzle questions
2 people
35
Check scores
2 people
36
Announce the winner
37
See participants off
2 people

Aftercare

38
Collect the route arrows and puzzle stations
3 people
39
Clear tables and chairs
3 people
40
Collect and sort waste
2 people
41
Wash dishes
2 people
42
Clean the venue
3 people
43
Cool the remaining stock
44
Return borrowed materials
2 people
45
Collect lost property
46
Share results and photos

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Registration desk
Waste binsqty 4

Equipment

Coolersqty 4
Extension cordsqty 3
Power banksqty 4
Smartphonesqty 4

Game materials

Route mapsqty 50
Score sheetsqty 15
Puzzle cardsqty 60
Puzzle envelopesqty 15
Team labelsqty 15
Pensqty 60
Pencilsqty 30
Erasersqty 15
Rulersqty 15
Ropeqty 2
Clipboardsqty 15
Stopwatchesqty 6
Conesqty 30
Waterproof foldersqty 15

Communication

Walkie-talkiesqty 6
Megaphone
Route arrowsqty 30

Decorations

Start sign
Finish sign
Tableclothsqty 8

Lighting

LED lanternsqty 8

Tableware

Reusable cupsqty 60
Reusable platesqty 50
Cutlery setsqty 50

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving bowlsqty 8
Serving spoonsqty 8
Cooler scoopsqty 4

Safety

First aid kitsqty 2
Flashlightsqty 6
Reflective vestsqty 8

Cleaning

Dishpanqty 2
Cleaning spongesqty 6
Hand brush and dustpanqty 2
Microfiber clothsqty 8
Mopqty 2

Catering

Groceries

Tips

Test the full route at least one week before the hunt. Time the walking sections, check for unsafe crossings, and confirm that every checkpoint can still be reached during the planned event hours.
Write the rules before sending invitations, including the team size, start time, finish time, scoring method, and what participants should bring. Share the final route and rules no later than 48 hours before the event.
Prepare one complete envelope per team, including puzzle cards, a route map, a score sheet, pens, and the team label. Make one spare envelope and keep answers separate so they are not handed out by mistake.
Confirm each checkpoint 24 to 48 hours in advance, especially if a person must unlock a location or hand over a puzzle. Pack printed materials in waterproof folders if the route includes outdoor sections.
Create the final participant list the day before and use it to assemble teams, mark dietary requirements, and prepare registration. Charge smartphones, power banks, stopwatches, and walkie-talkies overnight rather than waiting until the morning.

Frequently asked questions

How long does it take to organize a scavenger hunt?: Allow two to three weeks for a small hunt and four to six weeks for a larger one. The route, checkpoint confirmations, puzzle testing, invitations, and printed materials usually take more time than the event-day setup.
How many checkpoints should a scavenger hunt have?: Plan roughly one checkpoint every 10 to 15 minutes of game time, depending on the walking distance and puzzle difficulty. For a two-hour hunt, six to eight checkpoints usually gives teams enough variety without making the route rushed.
When should I send scavenger hunt invitations?: Send invitations three to four weeks before the event and set registration to close about seven days before it starts. Use the final week to collect dietary requirements, build teams, print materials, and share the confirmed rules and route.
How early should I set up a scavenger hunt?: Arrive at least 60 minutes before the first team starts. Use that hour to open the location, arrange tables and chairs, set up registration and puzzle stations, place signs and route arrows, chill drinks, and check the weather.

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.