Photo Scavenger Hunt Checklist

A photo scavenger hunt needs more preparation than handing out a list of challenges. You need a tested route, tasks that can be completed safely, charged phones or cameras, and a clear way to score the results. This checklist takes you from confirming participants to setting up the starting point and dinner. It also covers details people often leave too late, such as dietary requirements, backup routes, printed materials, power banks, and chilled drinks.

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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 participants
Send invitations
Process registrations
Collect dietary requirements
Update participant list
Reserve starting location
Reserve the dinner venue
Determine the route and walking distance
2 people
Scout the route in advance
2 people
Check photo locations
2 people
Set an alternative route
Assemble teams
Write out assignments
2 people
Test assignments
2 people
Set photo guidelines
Record scoring
Print route maps
Print task cards
Put together team bags
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set up dinner and tableware
3 people
Set up the starting point
3 people
Post the team assignments

Event

Receive participants
3 people
Explain the rules
Hand out team bags
2 people
Take the start photo
Send teams out
2 people
Keep track of the current score
2 people
Refill drinks
2 people
Register incoming teams
2 people
Collect photos
2 people
Check points
2 people
Serve dinner
3 people
Top up drinks for dinner
2 people
Announce the winner
Present the prize

Aftercare

Pack leftovers
2 people
Collect waste
3 people
Wash dishes
2 people
Clear tables and chairs
3 people
Clean the venue
3 people
Check materials
2 people
Return rental items
2 people
Share photos with participants

What to bring

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

Furniture

Foldable tablesqty 4
Folding chairsqty 16
Picnic blanketsqty 6
Tableclothqty 4

Tableware

Reusable platesqty 20
Reusable bowlsqty 20
Reusable cupsqty 30
Reusable cutleryqty 30
Serving plattersqty 8
Pouring jugsqty 4

Equipment

Coolersqty 4
Power banksqty 8
Charging cablesqty 8
Bluetooth speaker
Instant camerasqty 2
Photo printers
Extension cordsqty 2

Lighting

String lightsqty 4
LED lampsqty 4

Sports equipment

Conesqty 12
Ropeqty 2

Decorations

Team ribbonsqty 6
Balloonsqty 30
Balloon pump
Welcome sign
Prize trophy

Kitchen

Cutting boardsqty 3
Chef's knifeqty 2
Bread knivesqty 2
Serving spoonsqty 4
Ice packsqty 12
Aluminum foilqty 2
Food storage containersqty 8
Thermos flasksqty 3

Cleaning

Waste binsqty 3
Hand brush and dustpan
Cleaning bucketsqty 2

Catering

Route mapsqty 6
Assignment cardsqty 36
Answer formsqty 12
Clipboardsqty 6
Pensqty 18
Envelopesqty 12
Stamp cardsqty 12
Groceries

Tips

Scout the route before the event and walk it at the same pace you expect from teams. Check every photo location, note the total distance, and prepare an alternative route in case of bad weather or access problems.
Test every assignment with a camera before printing the task cards. A good challenge should be clear in one reading and possible within the available time; remove anything that depends on a location being open or uncrowded.
Charge phones, instant cameras, photo printers, and power banks the day before. Pack charging cables with the team bags, and bring extension cords if the starting point or dinner setup needs extra power.
Close registration before forming teams and updating the participant list. Use the final list to check dietary requirements, prepare team ribbons, and post the assignments where everyone can see them at the start.
Prepare the food and drink schedule around the route rather than the other way around. Chill drinks in advance, set out snacks before teams leave, and finish the dinner and tableware setup while the teams are still taking photos.

Frequently asked questions

How long should a photo scavenger hunt take?: Allow about 90 minutes to 2 hours for the hunt itself, depending on the walking distance and number of assignments. Add at least 30 minutes for registration, team formation, and explaining the photo guidelines.
How many photo scavenger hunt tasks should each team get?: Prepare roughly 10 to 15 assignments per team for a 90-minute hunt. Test the full set in advance and leave enough time for teams to return, submit photos, and receive scores.
When should I send photo scavenger hunt invitations?: Send invitations at least 3 weeks before the event if you need registrations, team planning, and dietary information. Close registrations several days before the hunt so you can print the final maps and task cards.
What should I bring to a photo scavenger hunt?: Bring the printed route maps and task cards, team bags, scoring materials, power banks, charging cables, and backup lighting. For the start and dinner, plan tables, chairs or picnic blankets, reusable tableware, coolers, snacks, and drinks.

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.