Photo Scavenger Hunt Checklist

A photo scavenger hunt needs more than a list of funny pictures. You need a tested route, clear assignments, numbered teams, checkpoints and a reliable way to collect scores. Start by fixing the date and route, then arrange the starting location, invitations and registrations. During the final week, print the participant list, assignments and scorecards, check the forecast, chill drinks and prepare the start and finish areas.

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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

Record date and route
2 people
Reserve starting location
Walk the route in advance
2 people
Select photo locations
2 people
Write photo assignments
2 people
Set the rules
Determine team composition
2 people
Send invitations
Process registrations
Collect dietary requirements
Check the weather forecast
Print participant list
Print assignments
Print scorecards
Prepare teams and numbers
2 people
Do the shopping
2 people
Make route arrows and checkpoints
2 people
Collect materials
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set up the start and finish area
4 people
Hang route arrows
2 people
Set up registration desk
2 people
Give briefing to supervisors
2 people

Event

Receive participants
3 people
Register teams
2 people
Explain the rules
2 people
Assign photo tasks
2 people
Let teams depart
2 people
Staff route checkpoint
3 people
Check safety along the route
2 people
Answer questions during the event
Serve drinks and snacks
3 people
Refill drinks
2 people
Collect photos and scorecards
2 people
Check scores
2 people
Announce the winners
Handle prize ceremony
2 people
See participants off
2 people

Aftercare

Remove route arrows
2 people
Dismantle the venue
4 people
Collect waste
3 people
Wash dishes
2 people
Clean the grounds
3 people
Return borrowed materials
2 people
Archive scoring materials

What to bring

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

Furniture

Party tentqty 2
Foldable tablesqty 6
Folding chairsqty 20
High tablesqty 4

Game materials

Waterproof route checkpoint coversqty 12
Route signsqty 12
Conesqty 20
Team bibsqty 12
Prizesqty 3

Equipment

Tablet for score processing
Power banksqty 8
Charging cablesqty 8
Portable phone chargersqty 4
Bluetooth speaker
Extension cordsqty 2

Lighting

LED string lightsqty 4
LED lampsqty 4

Decorations

Balloonsqty 50
Buntingqty 6
Tableclothsqty 6

Tableware

Reusable cupsqty 80
Reusable platesqty 60
Reusable cutleryqty 60
Coffee cupsqty 40

Kitchen

Coolersqty 4
Thermos flasksqty 4
Water jugsqty 4
Cutting boardsqty 3
Kitchen knivesqty 3
Serving bowlsqty 8
Serving spoonsqty 6
Ice packsqty 20

Cleaning

Waste binsqty 4
Broomqty 2
Dustpan and brushqty 2

Safety

Flashlightsqty 6
Reflective armbandsqty 20
First aid kit

Paper goods

Clipboardsqty 12
Markersqty 24
Pensqty 40
Rolls of tapeqty 6
Scissorsqty 4
Rope rollsqty 4

Catering

Groceries

Tips

Walk the full route at least 7 days before the hunt. Check travel time, public access, safe crossing points and places where route arrows or waterproof checkpoint covers can be attached.
Write photo assignments so every team can understand them without asking a supervisor. Print one assignment set per team and keep a spare set for lost or damaged pages.
Close registrations 3 to 5 days before the event. Use the final list to make teams, assign team numbers and identify dietary requirements before shopping for snacks and drinks.
Charge the tablet, phones and portable chargers the day before. Pack charging cables and power banks together; score processing becomes difficult if several teams return with low batteries.
Set up the start and finish area at least 60 minutes before participants arrive. Put out the registration desk, team bibs, scorecards, route signs, drinks and snacks before the briefing begins.

Frequently asked questions

How long does it take to organise a photo scavenger hunt?: Allow 2 to 4 weeks for a small hunt. The route, photo locations, assignments and rules take the most time, while printing, shopping and setup can usually be completed during the final 3 days.
How many photo assignments should each team get?: Prepare about 10 to 15 assignments for a hunt lasting 2 to 3 hours. Include a mix of location-based, people-based and creative photos, and make the rules clear about permissions and safety.
When should I check the route for a photo scavenger hunt?: Walk it once when you create the route and again 5 to 7 days before the event. The second check catches construction, blocked paths, changed opening hours and places where signs or checkpoints can no longer be used.
When should teams and numbers be prepared?: Finalise teams 2 to 3 days before the hunt, after registrations close. Print the participant list, prepare team bibs and scorecards, and keep one spare team set for late changes or damaged materials.

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.