Scavenger Hunt Checklist and Planning Guide

A scavenger hunt needs more than clues and a starting point. You need a workable route, safe checkpoints, team instructions, printed materials, and a clear way to register and score participants. Plan the route and puzzles first, then confirm logistics, supplies, weather arrangements, and the setup sequence. This checklist helps you keep those details together, from the first invitation to opening the starting location and running the finish.

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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
Reserve starting location
Select checkpoints
2 people
Check the route for safety
2 people
Develop puzzles and assignments
3 people
Send invitations
Process registrations
Collect dietary requirements
Share game rules and route
Assemble teams
2 people
Confirm checkpoints
2 people
Print puzzle materials
2 people
Print route maps
Print answers and score sheets
Assemble puzzle envelopes
3 people
Prepare the team labels
2 people
Do the shopping
2 people
Sort materials
2 people
Chill drinks
2 people
Check the weather forecast
Create final participant list

Event

Open the starting location
2 people
Set up tables and chairs
3 people
Set up the reception table
2 people
Set up puzzle stations
4 people
Place route arrows
2 people
Register and hand out team labels
3 people
Explain the rules and safety
2 people
Have teams start in phases
3 people
Staff the puzzle stations
6 people
Monitor the route and schedule
2 people
Serve drinks and snacks
3 people
Refill drinks
2 people
Collect puzzle questions
2 people
Check scores
2 people
Announce the winner
See participants off
2 people

Aftercare

Collect the route arrows and puzzle stations
3 people
Clear tables and chairs
3 people
Collect and sort waste
2 people
Wash dishes
2 people
Clean the venue
3 people
Cool the remaining stock
Return borrowed materials
2 people
Collect lost property
Share results and photos

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Registration desk
Waste binsqty 4

Equipment

Coolersqty 4
Extension cordsqty 3
Power banksqty 4
Smartphonesqty 4

Game materials

Route mapsqty 50
Score sheetsqty 15
Puzzle cardsqty 60
Puzzle envelopesqty 15
Team labelsqty 15
Pensqty 60
Pencilsqty 30
Erasersqty 15
Rulersqty 15
Ropeqty 2
Clipboardsqty 15
Stopwatchesqty 6
Conesqty 30
Waterproof foldersqty 15

Communication

Walkie-talkiesqty 6
Megaphone
Route arrowsqty 30

Decorations

Start sign
Finish sign
Tableclothsqty 8

Lighting

LED lanternsqty 8

Tableware

Reusable cupsqty 60
Reusable platesqty 50
Cutlery setsqty 50

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving bowlsqty 8
Serving spoonsqty 8
Cooler scoopsqty 4

Safety

First aid kitsqty 2
Flashlightsqty 6
Reflective vestsqty 8

Cleaning

Dishpanqty 2
Cleaning spongesqty 6
Hand brush and dustpanqty 2
Microfiber clothsqty 8
Mopqty 2

Catering

Groceries

Tips

Finalize the route, theme, checkpoints, and safety check before writing or printing puzzles. Walk the full route yourself and allow extra time for crossings, crowded areas, and confusing turns.
Set a registration deadline early enough to process names, dietary requirements, and team sizes before preparing labels and participant materials. Create the final participant list before assembling envelopes and score sheets.
Prepare one complete packet per team, including route maps, puzzle cards, answer sheets, writing tools, and team labels. Pack them in order so volunteers can hand them out without sorting during registration.
Confirm every checkpoint shortly before the hunt and give checkpoint staff the materials, timing instructions, and a reliable way to communicate. Waterproof folders are useful if rain is possible, while walkie-talkies help when teams spread out.
Finish the physical setup before participants arrive: tables, chairs, registration desk, signs, route arrows, puzzle stations, waste bins, chilled drinks, and charging options. Check the weather forecast on the day and keep power banks and lanterns ready if the event may run late.

Frequently asked questions

How far in advance should I plan a scavenger hunt?: Start planning at least 4 to 6 weeks ahead. That gives you time to reserve the starting location, test the route, write puzzles, collect registrations, confirm checkpoints, and print the final materials.
How many checkpoints should a scavenger hunt have?: For a typical event, plan about 5 to 10 checkpoints, depending on the route length and puzzle difficulty. Test the complete course once and leave enough time at each checkpoint for teams to read, solve, and record answers.
When should I print scavenger hunt materials?: Print route maps, puzzle cards, answer sheets, and team labels after registrations close and the route is confirmed, usually 3 to 7 days before the event. Keep a few spare copies for lost or damaged materials.
What should I prepare on the day of a scavenger hunt?: Arrive at least 2 hours before the start to open the location, arrange tables and chairs, set up registration and puzzle stations, place signs and route arrows, chill drinks, and brief checkpoint staff. Complete a final weather and safety check before participants arrive.

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.