Scavenger Hunt Checklist and Planning Guide

A scavenger hunt runs smoothly when the route, team packs and scoring are ready before guests arrive. Start with a main route and a backup starting location, then allow time to test safety, write clues and brief game leaders. This checklist also covers registration details, dietary requirements, printed materials, drinks and the equipment teams need. Use it in order so you are not still filling envelopes or charging power banks when the first teams check in.

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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
Reserve final venue
Check the route for safety
2 people
Send invitations
Process registrations
Collect dietary requirements
Recruit game hosts
Create directions
2 people
Write scavenger hunt tasks
2 people
Develop bonus tasks
2 people
Create Answers and Scoring
2 people
Prepare group assignments
Instruct game leaders
2 people
Print clues and tasks
Print route maps
Laminating tasks
2 people
Fill envelopes by group
2 people
Check the shopping list
Order groceries
Arrange prizes for winners
Collect materials
2 people
Pick up groceries
2 people
Chill drinks
2 people
Pack group packages
2 people
Check the weather forecast
Prepare alternate route
2 people

Event

Set up the venue and route
4 people
Mark the start and end point
2 people
Set up tables and chairs
3 people
Set up the buffet and drinks
3 people
Set out group packs
2 people
Brief the game facilitators
2 people
Register participants
2 people
Assign teams
2 people
Explain the rules
Start the scavenger hunt
3 people
Check route stations
3 people
Welcome participants on arrival
2 people
Collect answers and scores
2 people
Refill drinks
2 people
Serve the buffet
4 people
Collect tableware
2 people
Check scores
2 people
Announce the winners
Host the open bar
2 people
Collect waste along the way
2 people

Aftercare

Clear tables and chairs
4 people
Clean the venue
3 people
Remove route markers
3 people
Sort materials
2 people
Wash dishes
2 people
Empty and clean coolers
2 people
Return borrowed items
2 people
Store leftover stock

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 48
Buffet tablesqty 3
Party tentsqty 2

Game materials

Route mapsqty 50
Assignment cardsqty 60
Answer formsqty 50
Envelopesqty 60
Clipboardsqty 12
Stopwatchesqty 6
Conesqty 30
Directional signsqty 20
Lamination sleevesqty 80
Pensqty 60
Pencilsqty 30
Notepadsqty 12
Team bibsqty 48
Prizesqty 6

Equipment

Megaphone
Portable speaker
Power banksqty 4
Extension cordsqty 2
Power stripsqty 2
Coolersqty 4

Tableware

Reusable cupsqty 100
Reusable platesqty 60
Reusable cutleryqty 60
Soup ladlesqty 4
Serving plattersqty 8
Serving spoonsqty 8

Decorations

Tableclothsqty 9
Team stickersqty 60

Lighting

LED light stringsqty 4
LED lampsqty 6

Cleaning

Waste binsqty 4
Bucketsqty 3
Cleaning spongesqty 6
Microfiber clothsqty 12
First aid kit

Catering

Groceries

Tips

Test the full route at least one week before the hunt and time every section. Mark unclear turns with arrow signs, and keep a backup starting location ready in case the original site becomes unusable.
Set a registration deadline 5–7 days before the event. Use the final list to collect dietary requirements, divide players into teams and prepare matching bibs, envelopes, maps and answer forms.
Prepare one complete team pack for each group, plus at least 10% spare clue cards and pencils. Laminate anything that may be used outdoors, and check every envelope against the route before sealing it.
Brief game leaders 30–60 minutes before the start. Give them the answer key, scoring rules, emergency contact details, a stopwatch and clear instructions for handling missing teams or disputed answers.
Chill drinks several hours before guests arrive and set up serving tables before the briefing. Charge the portable speaker and megaphone, then pack power banks, extension cords and power strips where leaders can find them.

Frequently asked questions

How long does it take to organise a scavenger hunt?: Allow 2–4 weeks for a small hunt with a familiar route. Reserve the end location and confirm volunteers first, then finish the clues, route test, printing and team packs at least 2 days before the event.
How many clues should a scavenger hunt have?: Plan roughly 8–12 clues or tasks for a 60–90 minute hunt, depending on walking distance and challenge difficulty. Test the route with a stopwatch so teams have enough time to finish without rushing.
When should I send scavenger hunt invitations?: Send invitations 3–4 weeks before the event and close registrations 5–7 days beforehand. That gives you time to confirm team sizes, dietary requirements, game leaders and the number of printed packs.
What supplies do I need for each scavenger hunt team?: Prepare one route map, clipboard, answer form, pencils, team identifier and sealed clue pack per team. Add at least one spare pack for every 10 teams, and keep extra pens, envelopes and printed directions at the start.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.