Scavenger Hunt Checklist: What to Arrange and When

A scavenger hunt needs more than a list of clues. You need a confirmed route, clear scoring, prepared team packs and people assigned to the right stations. Start by collecting registrations and dietary requirements, then check permissions and walk the route before printing anything. On the day, allow time to mark the course, set up the registration table and test the sound and lighting. This checklist keeps the planning order clear from first invitation to final cleanup.

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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 route and starting point
Check route permit
Check the route in advance
2 people
Create tasks and questions
2 people
Create Answers and Scoring
2 people
Assign teams
Assign supervisors and stations
Send participant information
Print task cards
Print route maps
Assemble team packages
2 people
Do the shopping
2 people
Collect prizes and materials
Chill drinks
2 people
Prepare snacks and sandwiches
3 people
Bring materials to the start point
2 people
Set up tables and chairs
3 people
Place the start and finish sign
2 people
Set up route arrows and markers
3 people
Set out stations and assignments
4 people
Set Up Registration Desk
2 people
Test sound system and lighting
2 people
Route safety check
2 people
Brief chaperones
2 people

Event

Register participants
3 people
Distribute team materials
3 people
Give game instructions
2 people
Let teams depart
3 people
Staff route checkpoint
6 people
Support participants by phone
Refill drinks
2 people
Collect submitted answers
2 people
Check answers
3 people
Serve sandwiches and snacks
3 people
Announce the winners
2 people
Present prizes
2 people
Take up found items
2 people

Aftercare

Remove route arrows and markers
3 people
Collect and sort waste
3 people
Wash dishes
2 people
Clear tables and chairs
3 people
Clean the starting area
3 people
Check and store the materials
2 people
Return borrowed materials

What to bring

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

Furniture

Tablesqty 6
Chairsqty 40
Registration desk

Sports equipment

Conesqty 20
Stopwatchesqty 4
Whistlesqty 6
Team bibsqty 40
Measuring tapesqty 4

Equipment

Megaphone
Mobile phonesqty 4
Power banksqty 4
Extension cordsqty 2

Lighting

LED lampsqty 6
Flashlightsqty 6

Tableware

Glassesqty 50
Mugsqty 30
Platesqty 50
Cutlery setsqty 50

Kitchen

Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving plattersqty 6
Serving spoonsqty 6
Thermos flasksqty 4

Decorations

Start and finish signqty 2
Route arrowsqty 30
Barrier tapeqty 4
Tableclothsqty 6
Team flagsqty 10

Catering

Water jugsqty 6
Ice packsqty 20
Prizesqty 10
Table numbersqty 10
Groceries

Cleaning

Waste binsqty 6
Cleaning clothsqty 10
Broomqty 2
Litter pickerqty 2
Hand sanitizerqty 4

Safety

First aid kitsqty 2
Reflective vestsqty 8

Paper goods

Clipboardsqty 12
Pensqty 40
Pencilsqty 40
Envelopesqty 50
Printer paperqty 250
Tapeqty 6
Waterproof markersqty 12

Tools

Scissorsqty 4
Hammerqty 2
Herringqty 30

Tips

Walk the full route before creating the final task cards. Check crossings, access points and places where route arrows or barrier tape could be missed, then update the instructions before printing 47 separate tasks.
Prepare one complete pack per team at least one day ahead. Include the task cards, route map, team identifier and any measuring or timing equipment, so the registration desk is not assembling materials during the start.
Assign supervisors to fixed stations and give them a phone, stopwatch or whistle where needed. Send each supervisor the station instructions and expected scoring before participants arrive, rather than explaining everything at the last minute.
Plan the start and finish area as two separate flows. Put the registration table near the entrance, leave space for team grouping, and place the start and finish signs where they can be seen from a distance.
Finish food and drink preparation before the first teams return. Chill drinks in coolers, prepare sandwiches and snacks, and keep water available in jugs so the finish area does not compete with scoring and team check-in.

Frequently asked questions

How far in advance should I plan a scavenger hunt?: Start at least 3 to 4 weeks ahead for a group event. Send invitations first, then confirm registrations and dietary requirements before ordering food or finalising team numbers.
How many clues should a scavenger hunt have?: Use a number that fits the planned route and available supervision rather than filling time with clues. For this plan, create and score all tasks before printing the cards, then test the complete set during the route walk at least 1 week before the event.
What should I prepare the day before a scavenger hunt?: Assemble one labelled pack per team, print the task cards and route maps, collect prizes and materials, and chill the drinks. Also confirm supervisors, stations and the route markings so the event-day setup is limited to placing equipment and signs.
How early should I arrive to set up a scavenger hunt?: Allow at least 2 hours before participants arrive for tables, chairs, signs, route arrows, stations and the registration desk. Add extra time if the route is spread out or the sound and lighting equipment needs testing.

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.