Scavenger hunt checklist: what to arrange and when

A scavenger hunt needs more than a route and a stack of clues. You need a tested course, clear team instructions, prepared envelopes, charged phones and a backup plan for bad weather or blocked paths. This checklist takes you from choosing the theme to setting up the start, scoring teams and serving food at the end. Use it to see what needs doing early and what can wait until the final day.

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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

Choose the theme and route
2 people
Create the participant list
Send invitations
Process registrations
Collect dietary requirements
Reserve starting location
Reserve final venue
Reserve dinner
Fully plan the route
2 people
Walk the route in advance
2 people
Determine an alternative route
2 people
Write Tasks and Riddles
2 people
Create Answers and Scoring
2 people
Design assignment cards
Print task cards
Laminating instruction cards
Fill envelopes per team
2 people
Assign teams and team leaders
Send participant information
Check the weather forecast
Confirm the emergency scenario
2 people
Do the shopping
2 people
Chill drinks
Prepare snack packs
2 people
Sort materials by team
2 people
Fully charge power banks

Event

Set up the start table
2 people
Hang decorations
2 people
Carry out a route check
2 people
Set out drinks and snacks
2 people
Register attendance
2 people
Announce the teams
Explain the rules
Start the scavenger hunt
2 people
Guide teams en route
4 people
Refill drinks
2 people
Hand out snack packs
2 people
Welcome teams at the finish
2 people
Collect responses
2 people
Check points
2 people
Serve dinner
3 people
Refill drinks during dinner
2 people
Announce the winner
Take group photo

Aftercare

Collect waste
2 people
Wash dishes
2 people
Clean the starting location
2 people
Clean the final venue
2 people
Collect materials back
2 people
Return borrowed items
Clear away leftover food
Send team photos and results

What to bring

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

Furniture

Foldable tablesqty 3
Folding chairsqty 24
Picnic blanketqty 4

Equipment

Smartphonesqty 4
Power banksqty 6
Charging cablesqty 6
Portable speaker
Megaphone

Sports equipment

Conesqty 12
Ropeqty 2
Ballsqty 4
Stopwatchqty 4
Measuring tapeqty 2

Game materials

Clipboardsqty 6
Pensqty 30
Pencilsqty 30
Erasersqty 10
Envelopesqty 30
Assignment cardsqty 30
Answer formsqty 10
Prizesqty 3
Markersqty 12
Poster puttyqty 4
Waterproof casesqty 30
Route mapsqty 10
Conesqty 10

Tableware

Reusable cupsqty 30
Reusable platesqty 30
Reusable cutleryqty 30
Serving plattersqty 6
Water jugsqty 4

Kitchen

Coolersqty 4
Thermos flasksqty 2
Cutting boardsqty 2
Bread knivesqty 2

Decorations

Buntingqty 4
Balloonsqty 30
Team ribbonsqty 30

Lighting

LED lampsqty 6

Cleaning

Waste binsqty 4

Catering

Groceries

Tips

Walk the full route before sending invitations, then allow extra time for stops, clue solving and team regrouping. Record an alternative route in case a road, venue or checkpoint is unavailable.
Print and laminate instruction cards at least 3 days ahead. Pack one labelled envelope per team with assignment cards, answer forms, pens, a route map and any team-specific materials.
Prepare team assignments and leader details no later than the day before. Send participants the start time, meeting point, expected duration, clothing advice and what to do if they arrive late.
Check every smartphone, power bank and charging cable before the hunt starts. Waterproof cases are useful for route maps and cards if the event continues in wet weather.
Keep food and drinks separate from the game materials. Chill drinks before participants arrive, assemble snack packs in advance and reserve enough time after the finish for dinner and scoring.

Frequently asked questions

How far in advance should I plan a scavenger hunt?: Start planning at least 3 to 4 weeks ahead if you need a starting location, finishing location and dinner reservation. Use the final week to test the route, finish the clues and confirm registrations and dietary requirements.
How long should a scavenger hunt last?: Allow about 2 to 3 hours for the hunt itself, depending on the route and number of tasks. Add at least 30 minutes for team briefing and setup, plus time afterward for scoring, prizes or dinner.
What should each scavenger hunt team receive?: Prepare one envelope per team with assignment cards, answer forms, pens, a route map and any required equipment. Include a charged phone or confirm that each team has one, and provide a power bank for longer routes.
When should I prepare scavenger hunt clue cards?: Write and test the tasks and riddles at least 7 days before the event. Print, laminate and sort the cards into team envelopes 2 to 3 days beforehand so you can replace unclear clues without rushing.

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.