Scavenger Hunt Planning Checklist

A successful scavenger hunt depends on more than writing clever clues. You need a tested route, clear starting times, permission where required, supervised checkpoints, and a backup plan for bad weather. This checklist takes you from choosing the date and starting point to briefing supervisors and packing the final materials. It also helps you catch details that are often left until the last day, such as emergency contacts, dietary requirements, spare pens, and charged communication equipment.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm the date and starting location
Create the route and tasks
2 people
Check the route for accessibility
2 people
Arrange route permission
Reserve starting location
Set the rain plan
2 people
Send invitations
Process registrations
Collect dietary requirements
Collect emergency contacts
Assign supervisors and stations
Arrange teams and start times
Test the tasks and route
3 people
Design task cards
Print route maps
Print task cards
Purchase game materials
Do the shopping
2 people
Sort prizes and team labels
Prepare route arrows and checkpoints
2 people
Print participant list and emergency numbers

Event

Set up start table
2 people
Set up route checkpoints
4 people
Set out snacks and drinks
2 people
Brief chaperones
Receive participants
3 people
Assign teams and hand out labels
3 people
Give game instructions
Hand out route maps and assignments
3 people
Ensure teams depart safely
4 people
Staff route checkpoints
4 people
Restock drinks and snacks
2 people
Register incoming teams
2 people
Check answers
2 people
Announce the winners
Hand out prizes
2 people

Aftercare

Collect route arrows and checkpoints
4 people
Clear tables and chairs
3 people
Collect and sort waste
2 people
Clean materials
2 people
Leave venue clean
2 people
Return borrowed materials
Thank participants

What to bring

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

Furniture

Foldable tablesqty 2
Folding chairsqty 6
Party tent
Coolersqty 2

Game materials

Route mapsqty 45
Assignment cardsqty 45
Answer sheetsqty 45
Team labelsqty 45
Route arrowsqty 30
Marking tapeqty 6
Traffic conesqty 12
Envelopesqty 30
Prizesqty 6
Storage boxesqty 6

Writing supplies

Clipboardsqty 8
Ballpoint pensqty 50
Pencilsqty 50
Pencil sharpenersqty 6
Waterproof markersqty 12
Markersqty 6

Equipment

Walkie-talkiesqty 6
Megaphone
Stopwatchqty 3
Power banksqty 3
Charging cablesqty 6

Safety

Safety vestsqty 8
First aid kit
Flashlightsqty 6

Tableware

Reusable cupsqty 50
Reusable traysqty 6

Catering

Thermos flasksqty 3
Water jugsqty 4
Ice packsqty 12

Lighting

LED lampsqty 4

Cleaning

Waste binsqty 3

Groceries

Groceries

Tips

Test the complete route and every assignment before sending invitations. Allow enough time to check accessibility, remove confusing directions, and confirm that each checkpoint can be supervised safely.
Set team sizes and staggered start times before processing registrations. Print the participant list, emergency numbers, team labels, and start schedule together so the start table has one reliable reference.
Prepare one complete set of route maps, assignment cards, answer sheets, envelopes, and writing supplies for each team, plus spares. Include extra pencils, pens, sharpeners, and waterproof markers because missing stationery can stop a team immediately.
Check permissions and practical access at least two weeks before the hunt. Confirm the starting location, route restrictions, checkpoint positions, tables, chairs, shelter, and a rain programme before participants arrive.
Brief supervisors on the route, scoring, contact procedure, and emergency response on the day. Charge walkie-talkies, phones, and power banks, then place first-aid equipment, safety vests, cones, and marker tape where they can be reached quickly.

Frequently asked questions

How far in advance should I organize a scavenger hunt?: Start planning at least 4 to 6 weeks ahead. Use the first two weeks for the date, location, route, permissions, and rain plan; use the final week to test clues, print materials, and confirm supervisors.
How many clues do I need for a scavenger hunt?: Plan enough assignments to fill the intended activity time, with a short buffer for walking and solving delays. Test the full route with one team before printing, and prepare at least 1 spare assignment in case a clue is damaged or unusable.
How do I organize scavenger hunt teams and start times?: Set teams after registrations close, then give each team a label, route materials, and a clear starting time. Stagger starts by about 5 to 10 minutes when teams share a route, so checkpoints do not become crowded.
What should I do if it rains during a scavenger hunt?: Decide on the rain programme before invitations are sent and communicate the decision deadline to participants. Check the forecast 24 hours before the event, protect printed materials with envelopes or storage boxes, and keep shelter, snacks, and alternative activities ready.

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.