Scavenger Hunt Checklist and Planning Guide

A scavenger hunt needs more than a list of clues. You need a confirmed starting location, a route that is safe to follow, workable team assignments and clear scoring before guests arrive. This checklist takes you from invitations and dietary requirements to registration, route setup and the final briefing. Plan the practical details early: printed clue cards, packed team materials, chilled drinks, lighting and first-aid supplies are easy to overlook until setup day.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Reserve starting location
Set the route and theme
2 people
Send invitations
Process registrations
Collect dietary requirements
Assign participant groups
2 people
Assign escorts
Check the route for safety
2 people
Mark Rest Stops
2 people
Write Tasks and Riddles
2 people
Create Answers and Scoring
Print clue cards and forms
Pack materials per team
2 people
Purchase catering
2 people
Check route maps
2 people
Chill drinks
2 people
Prepare snacks and sandwiches
3 people
Clean the starting location
2 people
Set up tables and chairs
3 people
Set up the reception desk
2 people
Set up route checkpoints
4 people
Place lighting along the route
3 people
Brief chaperones
2 people

Event

Register participants
3 people
Announce team assignments
2 people
Explain the rules and safety
2 people
Distribute team materials
3 people
Start the scavenger hunt
3 people
Staff route checkpoints
6 people
Record intermediate results
2 people
Refill drinks
2 people
Serve snacks and sandwiches
3 people
Check incoming teams
2 people
Check answers
3 people
Announce the winner
Present prizes
2 people

Aftercare

Take Down Route Checkpoints
4 people
Collect materials
3 people
Wash the dishes and kitchenware
3 people
Collect and sort waste
2 people
Clean the venue
3 people
Clear away furniture
3 people
Return borrowed materials

What to bring

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

Furniture

Tablesqty 6
Chairsqty 36
Beer tablesqty 4
Waste binsqty 6

Equipment

Coolersqty 4
Thermos flasksqty 3
Stopwatchesqty 6
Walkie-talkiesqty 6
Power banksqty 6
Extension cordsqty 3

Sports equipment

Reflective vestsqty 12
Whistlesqty 8
Compassqty 6
Measuring tapesqty 6
Magnifying glassesqty 6
First aid kitsqty 2

Lighting

LED lanternsqty 10
Headlampsqty 12
Batteriesqty 24

Decorations

Start flagsqty 2
Route arrowsqty 30
Team ribbonsqty 6
Name stickersqty 40
Prizesqty 6

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Serving plattersqty 6
Serving spoonsqty 6

Tableware

Reusable cupsqty 50
Platesqty 50
Cutlery setsqty 50
Coffee cupsqty 30

Catering

Water jugsqty 4
Serving traysqty 4
Groceries

Cleaning

Dishpanqty 2
Dish brushesqty 3
Cleaning bucketsqty 2
Broom and dustpanqty 2
Mop setsqty 2

Tips

Set the route and theme before writing the clues. Walk the full route once, check for hazards and mark rest stops so teams are not relying on guesswork during the hunt.
Prepare one complete materials pack for every team, including clue cards, forms and any measuring, navigation or observation tools they need. Add a spare pack in case something is lost or damaged.
Confirm registrations before assigning groups, then record dietary requirements and give each team a clear identifier such as a team ribbon or name sticker. This prevents delays at the reception desk.
Do the safety and communication check at least one day before the event. Test the walkie-talkies, stopwatches, power banks and route lighting, and make sure every guide knows the emergency procedure.
Finish food and venue setup before participants arrive. Chill drinks, prepare sandwiches and snacks, place reusable cups and plates, and leave enough time to set up tables, chairs, bins and the registration desk.

Frequently asked questions

How far in advance should I organise a scavenger hunt?: Start planning at least 3 to 4 weeks ahead. That gives you time to reserve the starting location, send invitations, process registrations, assign teams and walk the route before writing the final clues.
How many people should be in each scavenger hunt team?: Plan for teams of 4 to 6 participants so everyone can take part without making the group difficult to manage. Assign guides separately and confirm the final team list before printing team materials.
What should I prepare the day before a scavenger hunt?: Print the clue cards and forms, pack materials per team, check route maps and test communication equipment the day before. Also prepare food, chill drinks and charge power banks so event-day setup is limited to placement and registration.
How long before the start should participants arrive?: Open registration 20 to 30 minutes before the planned start. Use that window to check names, hand out team identifiers, announce the team assignments and give the safety briefing without delaying the route.

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.