Scavenger Hunt Checklist

A scavenger hunt runs smoothly when the route, clues and team materials are ready before guests arrive. Start by choosing the theme and route, then secure the start and finish locations and process registrations. Test every task on foot, prepare one labelled envelope per team, and check the route again on the day. This checklist also covers registration, food, drinks, furniture, lighting and weather-related preparations.

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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
Record start and finish locations
Send invitations
Process registrations
Collect dietary requirements
Create participant list
Assemble teams
2 people
Scout the route in advance
2 people
Develop scavenger hunt tasks
2 people
Test route and tasks
3 people
Adjust tasks
2 people
Print assignments
Print route maps
Fill envelopes per team
2 people
Prepare the team labels
Do the shopping
2 people
Check materials
2 people
Portion the food
2 people
Check the route again
2 people
Check the weather forecast
Clear the starting area
2 people
Set up tables and chairs
3 people
Set up the start board
Set up registration desk
2 people
Chill drinks
2 people
Set out dining tables
2 people
Brief chaperones
2 people

Event

Receive participants
3 people
Register teams
2 people
Explain the rules
Hand out route maps
2 people
Start the scavenger hunt
2 people
Check checkpoints
3 people
Help participants by phone
Refill drinks
2 people
Set out snacks
2 people
Collect answers
2 people
Check answers
2 people
Announce the winners
Set up the dinner buffet
3 people
Serve dinner
3 people
Collect waste along the way
2 people
See participants off
2 people

Aftercare

Remove decorations
2 people
Clear tables and chairs
3 people
Wash dishes
2 people
Empty coolers
2 people
Dispose of waste
2 people
Clean the venue
3 people
Return materials
2 people
Store leftover stock

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 36
Tableclothsqty 6
Party tentqty 2

Equipment

Coolersqty 4
Power banksqty 3
Mobile phonesqty 3

Lighting

LED lampsqty 6
Extension cordsqty 3

Sports equipment

Conesqty 20
Ribbons per teamqty 6
Stopwatchqty 3
Measuring tapesqty 3
Compassqty 6
Magnifying glassesqty 6
Prize giftsqty 6
Clipboardsqty 8
Pensqty 40
Pencilsqty 20
Erasersqty 10
Envelopesqty 40
Route mapsqty 8
Score sheetsqty 10
Waterproof sleevesqty 10

Decorations

Start sign
Directional signsqty 20
Balloonsqty 30
Ropeqty 2

Tableware

Reusable cupsqty 40
Reusable platesqty 40
Reusable cutleryqty 40
Serving plattersqty 8
Coffee potsqty 3

Kitchen

Cutting boardsqty 3
Kitchen knivesqty 4
Serving spoonsqty 6
Ice packsqty 12
Aluminum foilqty 2
Food storage containersqty 8

Cleaning

Waste binsqty 4
Hand sanitizerqty 3
Cleaning clothsqty 10
Washing-up tubsqty 2

Catering

Groceries

Tips

Walk the full route at least twice: once while designing the tasks and again on the event day. Check access, unclear directions, hazards and any places where mobile reception may fail.
Prepare one complete envelope for every team, including assignments, route maps and team labels. Pack them in team order so registration does not turn into a search through loose papers.
Set a registration deadline several days before the hunt and use the final participant list to assemble teams. Collect dietary requirements at the same time, rather than trying to solve them at the start.
Plan for changing light and weather, especially if the route runs late. Check the forecast on the day, prepare LED lights and power banks, and place the party tent or other cover before participants arrive.
Set up the start area with the start board, registration table, tables, chairs and chilled drinks before the first team checks in. Keep reusable cups, plates and serving equipment together so food service does not block registration.

Frequently asked questions

How far in advance should I plan a scavenger hunt?: Start planning at least 2–3 weeks ahead if you need invitations, registrations, a tested route and printed materials. Complete the final route check and pack team envelopes no later than the day before.
How many tasks should a scavenger hunt have?: Choose the number based on the route and available time rather than filling it with tasks. Test the complete hunt first and leave enough time for teams to read instructions, travel and solve each assignment.
When should I send scavenger hunt invitations?: Send invitations 2–3 weeks before the event and set a registration deadline several days before it starts. That gives you time to collect dietary requirements, make the participant list and assemble teams.
What should I prepare on the day of a scavenger hunt?: Check the weather and route again, clear the starting area, set up the registration table and start board, and chill the drinks. Have the team envelopes, labels, phones, power banks and route markers ready before registration opens.

Start this plan in Lizzt

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