Scavenger Hunt Checklist and Planning Guide

A scavenger hunt runs smoothly when the route, puzzles, teams, and checkpoints are ready before participants arrive. Start by checking the route in person, recording the start and finish points, and testing every clue. Then prepare team packages, score sheets, volunteer instructions, signs, and supplies such as timers, flashlights, rope, and envelopes. Leave enough time to register teams, explain the rules, and set up both locations before the first group starts.

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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 the route and theme
2 people
Check route in advance
2 people
Record start and finish points
2 people
Create puzzles and tasks
3 people
Create answers and score sheet
2 people
Recruit volunteers
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Assign participants to teams
2 people
Prepare the volunteers briefing
Check supplies
2 people
Do the shopping
2 people
Print the puzzles and forms
2 people
Assemble team packages
3 people
Label route checkpoints
2 people
Chill drinks
2 people
Set up the starting location
4 people
Set up the final location
3 people
Set up route checkpoints
3 people
Test the sound and lighting
2 people
Brief volunteers
2 people

Event

Receive participants
3 people
Register teams
2 people
Explain the rules
2 people
Distribute team materials
3 people
Guide the puzzle trail
6 people
Staff route checkpoints
5 people
Record interim results
2 people
Serve drinks and snacks
3 people
Refill drinks
2 people
Check answers
3 people
Announce the winners
2 people
Host informal gathering
3 people

Aftercare

Collect the route checkpoints
3 people
Collect materials
3 people
Collect waste
3 people
Wash dishes
2 people
Clean the venue
3 people
Clear away furniture
4 people
Store materials dry
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Foldable tablesqty 6
Chairsqty 35
Party tentqty 2
Tableclothsqty 6

Equipment

Coolersqty 3
Bluetooth speaker
Extension cordsqty 3
Power stripsqty 3

Lighting

LED string lightsqty 4
Flashlightsqty 6

Puzzle materials

Clipboardqty 12
Pensqty 40
Pencilsqty 40
Eraserqty 12
Measuring tapesqty 6
Magnifying glassesqty 6
Envelopesqty 60
Plastic storage boxesqty 12
Directional signsqty 20
Chalkboardsqty 8
Sidewalk chalkqty 12
Ropeqty 100
Clothes pegsqty 60
Color cardsqty 60
Number cardsqty 60
Prize boxesqty 6
Calculatorsqty 6
Stopwatchesqty 6

Registration

Registration formsqty 40
Score sheetsqty 40
Name stickersqty 40
Badge holdersqty 40
Pen holdersqty 4

Tableware

Reusable drinking cupsqty 45
Reusable platesqty 45
Reusable cutleryqty 45

Kitchen

Coffee maker
Kettlesqty 2
Thermos flasksqty 4
Serving plattersqty 6
Serving spoonsqty 6
Cooling tongsqty 3

Cleaning

Dishpanqty 2
Dish brushesqty 2
Mopqty 2
Bucketsqty 2

Catering

Groceries

Tips

Walk the complete route before sending invitations. Check travel time, lighting, access, and every checkpoint, then keep a backup route in case a clue location becomes unavailable.
Prepare one complete package per team, including printed puzzles, answer sheets, writing tools, and any task materials. Add a few spare pencils, envelopes, and score sheets for lost or damaged items.
Brief volunteers before the event starts, not when the first team arrives. Give each person the checkpoint instructions, accepted answers, timing method, and a clear way to contact the organizer.
Set up the start and finish areas separately from the route checkpoints. Tables, chairs, registration forms, signs, chilled drinks, and the speaker should be ready before participants begin registering.
Test practical details in the conditions you expect on the day. Check the Bluetooth speaker, extension cords, power strips, lighting, and flashlights, especially if teams may finish after dark.

Frequently asked questions

How far in advance should I plan a scavenger hunt?: Allow at least 2 to 3 weeks for a small scavenger hunt. Use that time to confirm the route, create and test puzzles, collect registrations and dietary requirements, recruit volunteers, and prepare team materials.
How many volunteers do I need for a scavenger hunt?: Plan for at least 1 organizer at registration and the finish point, plus 1 volunteer for each staffed checkpoint. For a route with 5 checkpoints, that usually means 6 or more people, depending on how much supervision each task needs.
What should each scavenger hunt team package contain?: Prepare one package per team with the printed puzzles, answer or score sheet, clipboard, pens or pencils, and the materials needed for its tasks. Add at least 10% spare writing supplies and printed forms so one missing item does not delay the start.
When should I set up scavenger hunt checkpoints?: Set up the checkpoints at least 60 to 90 minutes before participants arrive. This gives you time to label locations, place envelopes and task materials, test the route, and fix a sign or clue that is hard to find.

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.