Photo Scavenger Hunt Planning Checklist

A photo scavenger hunt needs more than a list of creative prompts. You have to test the route, prepare team materials, manage registrations and make sure every group can start and finish without confusion. Plan the route and photo locations before printing assignments or maps, then allow time to test every puzzle. This checklist also covers food, drinks, charging equipment and the reception setup, so the event runs smoothly from arrival through scoring.

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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

Send invitations
Process registrations
Collect dietary requirements
Reserve venue
Reserve dinner
Scout the route
2 people
Select photo locations
2 people
Develop puzzle tasks
2 people
Test route and tasks
3 people
Assign teams
Send participant information
Print photo assignments
Print route maps
Print score sheets
Assemble team kits
2 people
Purchase catering
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set up tables and chairs
3 people
Set up the reception table
2 people
Mark the start and finish location
2 people
Set out team kits
2 people

Event

Receive participants
3 people
Explain the teams and rules
2 people
Start the photo scavenger hunt
2 people
Support teams on the move
3 people
Process interim results
2 people
Register finishing teams
2 people
Collect photo submissions
2 people
Serve snacks
2 people
Refill drinks
2 people
Review photos and answers
3 people
Serve dinner
3 people
Announce the winners
Handle prize ceremony
2 people

Aftercare

Collect waste
2 people
Wash dishes
2 people
Clean the venue
3 people
Pack up materials
2 people
Put furniture back
3 people
Return borrowed materials
Send results and photos afterward

What to bring

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

Furniture

Tablesqty 6
Chairsqty 45
Reception desk
Table skirtsqty 4

Game materials

Route mapsqty 12
Photo assignmentsqty 12
Score sheetsqty 15
Team setsqty 12
Clipboardsqty 12
Ballpoint pensqty 30
Team stickersqty 50
Prizesqty 3
Conesqty 12
Ribbonsqty 20
Waterproof envelopesqty 15

Equipment

Smartphonesqty 12
Power banksqty 12
Charging cablesqty 12
Printer
Extension cordsqty 3

Lighting

LED lampsqty 6
Flashlightsqty 6

Catering

Coolersqty 4
Serving traysqty 6
Groceries

Tableware

Drinking glassesqty 50
Platesqty 50
Cutlery setsqty 50
Coffee cupsqty 30

Kitchen

Cutting boardsqty 3
Chef's knifeqty 3
Pliersqty 4
Serving spoonsqty 4

Cleaning

Waste binsqty 4

Tips

Scout and test the route before sending participant information. Allow at least one full walk-through, including every photo location, puzzle task, start point and finish point.
Prepare one complete team kit before assembling the rest. Check that it includes the assignments, route map, score sheet, clipboard, pens, team stickers and a waterproof way to protect the papers.
Plan phone power as carefully as the game itself. Have power banks and charging cables ready, and check that participants know whether they must use their own smartphones.
Finish the food and drink setup before teams arrive. Chill drinks in advance, prepare snacks, and place glasses, plates, cutlery and coffee cups where the reception team can reach them quickly.
Give the briefing a fixed structure: explain team assignments, rules, scoring, the finish time and what happens at the finish. Mark both locations clearly with cones or ribbons so late arrivals can find them.

Frequently asked questions

How long does it take to organise a photo scavenger hunt?: Allow at least two to three weeks for a small event. Use the first week for registrations, venue and route planning, and the final week for testing, printing and assembling team kits.
How many photo locations should a photo scavenger hunt have?: Plan roughly 8 to 12 photo locations for a two-hour hunt. Test the full route and leave enough time for teams to stop, complete puzzles and return before dinner or scoring.
When should I print photo assignments and route maps?: Print them two to three days before the event, after the route and tasks have been tested. Prepare one sealed set per team plus a small number of spare copies.
What should I prepare for the start of a photo scavenger hunt?: Set up the reception table, team kits, maps, score sheets, pens and team stickers at least 30 minutes before arrival. Mark the start and finish points, chill the drinks and keep power banks available before the briefing begins.

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.