What you need for a photo scavenger hunt

A photo scavenger hunt needs more than a list of photo challenges. Each team needs a complete starter kit, while the route needs clear signs, backup power and materials for scoring. Plan supplies around your team count, then add a small reserve for lost pens, damaged cards and dead phone batteries. This checklist also covers the registration point, refreshments, prizes and the items people often remember only on the day.

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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
- Coffee - 2 packs
- Tea assortment - 2 boxes
- Sugar - 1 kilogram
- Milk - 6 liters
- Oat milk - 3 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 2 bottles
- Sparkling mineral water - 6 bottles
- Still mineral water - 8 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Ice cubes - 6 bags
- Baguettes - 8 pieces
- Pistolets - 40 pieces
- Butter - 500 grams
- Young cheese - 1,5 kilogram
- Back ham - 1 kilogram
- Chicken breast slices - 1 kilogram
- Hummus - 6 tubs
- Cream cheese - 6 tubs
- Cucumbers - 8 pieces
- Tomatoes - 2 kilograms
- Bell peppers - 8 pieces
- Mixed salad - 6 bags
- Grapes - 3 kilograms
- Apples - 40 pieces
- Bananas - 30 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salsa - 4 jars
- Herb cheese - 4 tubs
- Olives - 4 jars
- Mixed nuts - 2 kilograms
- Wraps - 40 pieces
- Chicken breast strips - 2 kilograms
- Falafel - 1.5 kilograms
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Yogurt dressing - 2 bottles
- Pasta salad - 4 kilograms
- Potato salad - 4 kilogram
- Vegetarian quiche - 4 pieces
- Mini meatballs - 3 kilograms
- Mini spring rolls - 3 kilograms
- Vegetarian Snacks - 2 kilograms
- Cookies - 6 packs
- Brownies - 40 pieces
- Whipped cream - 6 cans
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 12 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 4 bottles
- Hand gel - 4 bottles

Tips

Pack one clipboard, pen, set of assignment cards, route map, score sheet and team sticker for every team. Prepare at least two spare kits so a late registration or damaged pack does not delay the start.
Bring one power bank and a compatible charging cable per team, plus two spare power banks for the whole group. Charge them the night before; a power bank that has not been tested is not a backup.
Print route maps, assignment cards and score sheets before event day, with at least 10% extra copies. Keep the spares in labelled envelopes at the registration desk instead of mixing them into the team packs.
Mark every turn with arrows, directional signs or cones, especially where the route crosses a car park or splits into two streets. Check the route twice: once before printing the signs and again shortly before participants arrive.
Estimate two drinks per person for the first hour and prepare snacks before registration opens. Chill drinks in coolers, place waste bins near the start and finish, and keep dietary-requirement information with the snack supplies.

Frequently asked questions

What do I need for a photo scavenger hunt?: Prepare team kits with clipboards, pens, assignment cards, route maps, score sheets and team stickers. You will also need route signs, arrows, cones, power banks, charging cables, drinks, snacks, prizes and registration furniture.
How many power banks do I need for a photo scavenger hunt?: Use one charged power bank and one compatible cable per team, then add two spare power banks for the event. Test and fully charge them the evening before, not on the morning of the hunt.
How many copies of each scavenger hunt sheet should I print?: Print one complete set per team and add at least 10% extra copies. For example, 8 teams need 8 sets plus 1 spare set, with additional blank score sheets for mistakes or replacements.
When should I prepare the photo scavenger hunt supplies?: Buy or reserve prizes and materials at least 7 days before the event. Assemble starter packs and print the route materials 1–2 days ahead, then check batteries, cables, drinks and signs again on the day.

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