How to organize a scavenger hunt from start to finish

A successful scavenger hunt is built in a clear order: choose the route and theme, create tasks, secure permission, then test everything with real timing. Leave enough time to walk the route, check safety risks and prepare instructions that teams can follow without constant help. Registrations also affect team sizes, food quantities and the number of hosts you need. Finish the setup with printed materials, tested phones, visible route markers and a simple scoring process.

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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
Create puzzles and tasks
3 people
3
Reserve starting location
4
Record the route and checkpoints
2 people
5
Request permission for checkpoint locations
6
Check safety risks along the route
2 people
7
Send invitations
8
Process registrations
9
Collect dietary requirements
10
Walk through the route
3 people
11
Test the puzzles
3 people
12
Assemble teams
2 people
13
Send participant information
14
Assign game hosts
2 people
15
Print puzzles and route maps
2 people
16
Assemble assignment envelopes
3 people
17
Prepare score sheets
2 people
18
Check supplies
2 people
19
Purchase prizes and materials
2 people
20
Collect reusable materials
2 people
21
Test mobile phones and chargers
2 people
22
Check the weather forecast
23
Do the shopping
2 people
24
Chill drinks
2 people
25
Prepare snacks and meal
3 people
26
Distribute checkpoint materials by mail
3 people
27
Prepare route arrows and directions
2 people
28
Clean the starting location
2 people
29
Set up tables and chairs
4 people
30
Set up party tents and lighting
4 people
31
Set up registration desk
2 people
32
Set up buffet and drink tables
3 people
33
Instruct game leaders
2 people

Event

34
Receive participants
3 people
35
Register teams
2 people
36
Explain the game rules and route
2 people
37
Have teams leave in stages
3 people
38
Staff checkpoints
6 people
39
Provide hints and route guidance
2 people
40
Refill drinks
2 people
41
Serve snacks
3 people
42
Register arriving teams
2 people
43
Serve dinner
4 people
44
Check score sheets
2 people
45
Announce the winners
2 people
46
Present prizes
2 people
47
Collect route arrows and checkpoint materials
3 people

Aftercare

48
Collect waste
3 people
49
Take down tables and chairs
4 people
50
Take down the party tents and lighting
4 people
51
Wash the dishes and kitchenware
3 people
52
Clean the starting location
3 people
53
Check the route for any left-behind materials
2 people
54
Sort and store materials
2 people
55
Return borrowed materials
2 people
56
Clear away leftover groceries

What to bring

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

Furniture

Tablesqty 6
Chairsqty 45
Party tentsqty 2
Beer tablesqty 4

Game materials

Clipboardsqty 45
Route mapsqty 12
Assignment cardsqty 60
Score sheetsqty 15
Answer sheetsqty 60
Envelopesqty 75
Pensqty 60
Pencilsqty 30
Eraserqty 15
Pencil sharpenersqty 10
Flashlightsqty 15
Spare batteriesqty 30
Route arrowsqty 30
Barrier tapeqty 4
Conesqty 20
Stopwatchesqty 6
Megaphonesqty 2
Prizesqty 3

Decorations

Buntingqty 6
Balloonsqty 50
Team stickersqty 60
Name stickersqty 60
Markersqty 12

Lighting

LED lampsqty 8
Extension cordsqty 4
Power stripsqty 4

Tableware

Reusable cupsqty 60
Platesqty 50
Cutlery setsqty 50
Coffee cupsqty 40
Serving plattersqty 8

Kitchen

Coffee maker
Kettlesqty 2
Hot traysqty 3
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 6
Kitchen knivesqty 3

Cleaning

Bucketsqty 3
Spongesqty 6
Dish brushesqty 3
Mopsqty 3

Catering

Groceries

Tips

Set the route before writing the puzzles. Record every checkpoint, estimate walking time between stops and identify a safe backup option if one location becomes unavailable.
Test every puzzle on the actual route at least once. Check that clues are understandable without extra explanation and that teams can reach each checkpoint within the planned time.
Request permission for checkpoint locations several days before the hunt. Do not assume public access means you can run a group activity there, especially if you need route arrows, cones or barrier tape.
Close registrations before assigning teams and preparing food. Use the final participant count to create team stickers, print maps and answer sheets, and plan dietary-friendly snacks and meals.
Prepare a host pack for each person running the game: route map, assignment cards, answer sheets, score sheets, pens and a phone with a charger. Check the weather forecast on the day before and add flashlights or spare batteries if part of the route is after dark.

Frequently asked questions

How long does it take to organize a scavenger hunt?: Allow at least two to three weeks for a small hunt with several checkpoints. Use the final three days for registrations, route testing, printing, packing envelopes and checking supplies.
How many clues should a scavenger hunt have?: Plan about one puzzle or task per checkpoint, usually six to ten for a hunt lasting two to three hours. Test the full route so the tasks fit the walking time and do not create long queues.
How many people should be on a scavenger hunt team?: Teams of four to six people are usually manageable for puzzles, walking and communication. Set the team size after registrations close, then prepare one map, score sheet and set of instructions for each team.
What should I prepare for a scavenger hunt in bad weather?: Check the forecast 24 hours beforehand and decide which checkpoints can move indoors or be skipped. Keep route maps and puzzles in envelopes, and prepare tents, lighting or a revised route if rain or early darkness is likely.

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.