Scavenger hunt checklist: what to arrange and when

A scavenger hunt needs more than a route and a set of clues. You need safe checkpoints, tested puzzles, clear scoring, team start times and enough people to run each station. This checklist takes you from the first route decision to the final setup, including details that are often left until the last day. Use it to keep printed materials, equipment, food and participant information in the right order.

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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

Set route and theme
2 people
Confirm the start and finish location
Check the route for safety
2 people
Record checkpoint locations
2 people
Develop puzzles and assignments
3 people
Create Answers and Scoring
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Arrange teams and start times
2 people
Assign volunteers to stations
2 people
Make equipment reservations
Check the weather forecast
Send participant information
Print puzzle booklets
2 people
Print answer forms
Sort materials by checkpoint
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare route signs
2 people
Prepare weather backup
2 people

Event

Set up start table
3 people
Set up the finish and catering table
4 people
Set up tables and chairs
4 people
Hang decorations
2 people
Hang up route signs
3 people
Prepare checkpoint materials
4 people
Set out first aid and safety equipment
Prepare puzzle booklets per team
2 people
Prepare catering
3 people
Brief volunteers
2 people
Staff the registration desk
2 people
Register participants
3 people
Give starting instructions
2 people
Have teams leave in stages
3 people
Staff the checkpoint
8 people
Check the route and participants
2 people
Refill drinks
2 people
Serve snacks and sandwiches
3 people
Register incoming teams
2 people
Collect answer sheets
2 people
Check answers
3 people
Prepare results and prizes
2 people
Announce the winners

Aftercare

Remove directional signs
3 people
Collect materials
4 people
Clear tables and chairs
4 people
Wash dishes
3 people
Collect waste
2 people
Clean the venue
3 people
Store materials dry and complete
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 60
High tablesqty 4
Tableclothsqty 8

Tableware

Reusable cupsqty 100
Platesqty 70
Knivesqty 70
Forksqty 70
Teaspoonsqty 50
Coffee cupsqty 50

Equipment

Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Walkie-talkiesqty 8
Power banksqty 6
Extension cordsqty 3

Lighting

LED light stringsqty 4
Battery lanternsqty 6

Puzzle materials

Puzzle bookletsqty 25
Answer formsqty 30
Route mapsqty 30
Clipboardsqty 30
Ballpoint pensqty 60
Pencilsqty 30
Score tablesqty 10
Checkpoint traysqty 8
Directional signsqty 30
Conesqty 20
Barrier tapeqty 4
Laminated assignment cardsqty 40
Prizesqty 3

Safety

First aid kit
Safety vestsqty 12
Flashlightsqty 8

Decorations

Buntingqty 6
Balloonsqty 50
Directional signsqty 12

Cleaning

Waste binsqty 6
Broomqty 2
Litter pickersqty 2
Bucketsqty 3
Dish brushesqty 3

Catering

Groceries

Tips

Choose and walk the route before writing the puzzles. Record every checkpoint location, check for unsafe crossings or restricted areas, and keep a backup route ready in case the weather changes.
Test every puzzle with someone who has not seen the answers. Print one booklet and answer form per participant, then prepare extra copies, pens, pencils and clipboards for damaged or missing materials.
Set team sizes and staggered start times before sending participant information. Give volunteers their checkpoint assignments, a simple scoring sheet and a reliable way to communicate, such as walkie-talkies or charged phones.
Sort all materials by checkpoint at least one day before the hunt. Put signs, cones, barrier tape, puzzle materials and checkpoint trays together so volunteers are not searching through general event supplies.
Finish the start and finish areas before participants arrive. Set up tables, chairs, signs, drinks and catering, and charge power banks; chill drinks and check the weather forecast on the day before and again that morning.

Frequently asked questions

How far in advance should I plan a scavenger hunt?: Start the route, theme and location planning at least 4 to 6 weeks ahead. Send invitations once the route and likely start times are clear, leaving enough time to process registrations and collect dietary requirements.
How many puzzles should a scavenger hunt have?: Plan one clear puzzle or assignment for each checkpoint, then test the full route with a small group. Allow roughly 5 to 10 minutes per checkpoint so teams can finish without creating large delays.
When should I print scavenger hunt booklets and answer forms?: Print them 2 to 3 days before the event, after the puzzles, answers and scoring have been checked. Sort the papers by checkpoint and prepare a few spare copies rather than printing only the exact participant count.
What should I do if it rains during a scavenger hunt?: Decide on the weather backup before sending participant information, ideally at least 1 week in advance. Check the forecast the day before and on the morning itself, and tell participants exactly when and how the alternative plan will be announced.

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.