Scavenger Hunt Planning Checklist

A scavenger hunt runs smoothly when the route, clues and team timings are settled before you buy supplies. Start by recording the date, reserving the starting location and checking permissions for the full route. Then build the teams, send invitations, collect dietary requirements and test every clue in person. In the final days, prepare the maps and answer forms, assemble team kits, mark the route and brief your chaperones. This checklist keeps the planning sequence clear from the first decision to participant arrival.

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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

Record date and route
2 people
Reserve location for start
Check permits and route
2 people
Determine teams and rules
2 people
Send invitations
Process registrations
Collect dietary requirements
Walk through the route
3 people
Develop tasks and riddles
3 people
Create Answers and Scoring
2 people
Print route maps and forms
2 people
Create team assignments and start times
2 people
Brief chaperones
2 people
Check the shopping list
Collect game materials
2 people
Do the shopping
2 people
Prepare snacks and bread
3 people
Chill drinks
2 people
Set up the starting location
4 people
Set up route markers
4 people
Place lighting along the route
3 people
Set out team kits
2 people
Set up the information table
2 people
Conduct a safety check
2 people

Event

Receive participants
3 people
Register attendance
2 people
Distribute teams and materials
3 people
Explain the game rules and route
2 people
Have teams start in phases
3 people
Staff route points
6 people
Collect interim results
2 people
Refill drinks
2 people
Serve snacks
3 people
Set up the evening meal
4 people
Serve dinner
4 people
Sign in incoming teams
2 people
Check answers
3 people
Announce the winner
Present prizes
2 people
See participants off
3 people

Aftercare

Clear route markers
4 people
Clear the starting location
4 people
Collect and sort waste
3 people
Wash dishes
3 people
Clean the venue
3 people
Register lost and found items
Check and dry materials
2 people
Return borrowed items
2 people
Share results and photos

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 30
Party tentsqty 2
Tableclothsqty 6

Game materials

Route mapsqty 12
Answer formsqty 15
Assignment cardsqty 60
Answer bookletsqty 6
Laminated signsqty 40
Envelopesqty 60
Clipboardsqty 15
Ballpoint pensqty 30
Markersqty 12
Team wristbandsqty 60
Conesqty 24
Barrier tapeqty 4
Directional signsqty 20
Stopwatchesqty 6
Whistlesqty 8
Prizesqty 3

Equipment

Megaphone
Wireless walkie-talkiesqty 8
Power banksqty 6
Extension cordsqty 4

Lighting

LED lanternsqty 12
Headlampsqty 12
String lightsqty 4

Tableware

Reusable cupsqty 60
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 8

Kitchen

Coolersqty 4
Thermos flasksqty 4
Water jugsqty 4
Serving spoonsqty 6

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Bucketsqty 2
Cleaning clothsqty 12

Catering

Groceries

Tips

Walk the entire route before writing the final clues. Check travel time, phone coverage, lighting and safe crossing points, then allow at least 15 minutes of spare time for teams that stop to solve a riddle.
Set team start times instead of sending everyone out together. A 5-minute gap between teams reduces crowding at clues and makes it easier for chaperones to see which group should arrive next.
Prepare one complete team kit for every team, including its route map, assignment cards, answer forms, pens and any wristbands. Pack each kit in a labelled envelope at least one day before the hunt.
Place route markers and signs only after the route has passed its final safety check. Use cones or barrier tape where participants could take a wrong turn, and add LED lanterns or headlamps if any section is dark.
Finish the start area before participants arrive: put out the tables and chairs, arrange the information table, set out team kits, chill drinks and prepare snacks. Keep a charged phone or walkie-talkie with the person coordinating the start.

Frequently asked questions

How long does it take to organise a scavenger hunt?: Allow at least 2 to 3 weeks for a small hunt, and longer if you need permission for the route or a reserved starting location. Plan the route and rules first, then leave the final 2 days for printing, packing kits and setting up markers.
How many clues do you need for a scavenger hunt?: For a 60- to 90-minute hunt, plan around 8 to 12 clue stops, depending on walking distance and puzzle difficulty. Test the route with a stopwatch so the clues do not leave teams waiting or finish far earlier than planned.
What should each scavenger hunt team bring?: Give each team a route map, assignment cards, an answer form, a booklet or envelope for clues, pens and team identification such as wristbands. Prepare one identical kit per team and add a few spare pens at the information table.
How do you keep a scavenger hunt safe at night?: Walk the route after dark before the event and check every crossing, narrow section and poorly lit area. Use route signs, LED lanterns or headlamps, brief chaperones in advance and keep teams connected with walkie-talkies or a phone check-in plan.

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