Photo Scavenger Hunt Checklist

A photo scavenger hunt needs more than a list of funny photo challenges. You need a tested route, clear team rules, working phones or cameras, and a simple way to register and score everyone. Start by fixing the date and locations, then build the route and assignments before inviting participants. In the final week, confirm dietary requirements, assemble team kits, print the score sheets, and check every sign and charging cable before people arrive.

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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

Confirm date and location
2 people
Determine route and photo locations
3 people
Create scavenger hunt tasks
2 people
Check the route for safety
2 people
Develop teams and rules
2 people
Send invitations
Process registrations
Collect dietary requirements
Reserve prizes and materials
Finalize participant list
Assemble teams
2 people
Send participant information
Check the route again
2 people
Print the assignments and score sheets
2 people
Assemble start kits per team
3 people
Make arrows and route signs
2 people
Wrap the prizes
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set out the venue and route signs
3 people
Set up tables and chairs
3 people
Hang up decorations
2 people
Set up registration desk
2 people
Prepare starter packs
2 people
Test the sound and lighting
2 people

Event

Receive participants
3 people
Register teams
2 people
Give game instructions
Guide the start of the photo scavenger hunt
2 people
Answer teams' questions
2 people
Check the route and checkpoints
3 people
Refill drinks
2 people
Serve snacks
2 people
Collect submitted photos
2 people
Check photos and scores
3 people
Serve the buffet and dessert
3 people
Announce the winners
Present prizes
2 people
Host the open bar
2 people

Aftercare

Collect direction signs
3 people
Collect and sort waste
3 people
Wash dishes and glasses
3 people
Clear tables and chairs
3 people
Clean the venue
3 people
Pack leftover food
2 people
Return borrowed materials
2 people
Archive photos and results
Send thank-you message

What to bring

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

Furniture

Tablesqty 6
Chairsqty 45
Registration desk
Waste binsqty 4

Equipment

Coolersqty 4
Power banksqty 8
Charging cablesqty 12
Laptopsqty 2
USB sticksqty 3
Extension cordsqty 4
Power stripsqty 4

Lighting

String lightsqty 4
LED lanternsqty 6

Game materials

Clipboardsqty 12
Pensqty 60
Score sheetsqty 15
Assignment cardsqty 15
Route mapsqty 15
Team stickersqty 60
Envelopesqty 20
Conesqty 12
Stopwatchesqty 4
Prizesqty 12
Directional signsqty 25
Arrowsqty 30
Markersqty 12
Staplersqty 2
Rolls of tapeqty 6

Decorations

Balloonsqty 100
Buntingqty 6
Tableclothsqty 6

Tableware

Reusable platesqty 50
Reusable bowlsqty 50
Reusable glassesqty 60
Mugsqty 30
Cutlery setsqty 50

Kitchen

Serving spoonsqty 6
Cutting boardsqty 3
Bread knivesqty 3
Scissorsqty 3
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 6

Cleaning

Dishpanqty 2
Dish brushesqty 3
Cleaning clothsqty 12
Broom and dustpanqty 2

Catering

Groceries

Tips

Test the full route twice: once while planning it and again shortly before the event. Check walking time, lighting, safe crossing points, phone reception, and whether every photo location is still accessible.
Set a registration deadline 5 to 7 days before the hunt. Use the final participant list to create balanced teams, prepare team stickers, and pack one clipboard, pen, assignment set, route map, and score sheet per team.
Give participants the rules and meeting details at least 3 days in advance. State the start time, return time, team size, required photo evidence, route boundaries, and what happens if a location is closed.
Prepare starter packs no later than the day before. Put assignment cards and maps in labelled envelopes, charge power banks, test charging cables, and keep spare pens, tape, markers, and USB sticks at the registration desk.
Allow 60 to 90 minutes before the start for setup. Place directional arrows and cones along the route, set up the registration desk and tables, chill drinks, prepare snacks, and keep prizes wrapped until scoring is complete.

Frequently asked questions

How far in advance should I plan a photo scavenger hunt?: Start planning 3 to 4 weeks ahead for a small group. Fix the date and route first, then send invitations and set the registration deadline 5 to 7 days before the hunt.
How long should a photo scavenger hunt last?: Allow 90 minutes to 2 hours for the hunt itself, followed by 20 to 30 minutes for teams to return, submit evidence, and score the results. Add at least 30 minutes for registration and briefing.
What should each photo scavenger hunt team receive?: Prepare one starter pack per team with assignment cards, a route map, score sheet, clipboard, pens, team identification, and any required charging equipment. Add at least 2 spare pens and 1 spare power bank for the whole group.
When should I check the photo scavenger hunt route?: Do the first safety check when you create the route and repeat it 1 to 2 days before the event. Recheck signs, access, road crossings, lighting, and any locations that depend on opening hours.

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.