Scavenger Hunt Checklist and Planning Guide

A scavenger hunt needs more preparation than writing a few clues. You need a tested route, approved checkpoints, clear team instructions and a way to record scores. This checklist covers the work from choosing the theme and starting point through printing envelopes, checking phones and preparing food. Use it to plan the event in order, then keep the final route maps, answer sheets and supplies together for the game hosts.

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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
Create puzzles and tasks
3 people
Reserve starting location
Record the route and checkpoints
2 people
Request permission for checkpoint locations
Check safety risks along the route
2 people
Send invitations
Process registrations
Collect dietary requirements
Walk through the route
3 people
Test the puzzles
3 people
Assemble teams
2 people
Send participant information
Assign game hosts
2 people
Print puzzles and route maps
2 people
Assemble assignment envelopes
3 people
Prepare score sheets
2 people
Check supplies
2 people
Purchase prizes and materials
2 people
Collect reusable materials
2 people
Test mobile phones and chargers
2 people
Check the weather forecast
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks and meal
3 people
Distribute checkpoint materials by mail
3 people
Prepare route arrows and directions
2 people
Clean the starting location
2 people
Set up tables and chairs
4 people
Set up party tents and lighting
4 people
Set up registration desk
2 people
Set up buffet and drink tables
3 people
Instruct game leaders
2 people

Event

Receive participants
3 people
Register teams
2 people
Explain the game rules and route
2 people
Have teams leave in stages
3 people
Staff checkpoints
6 people
Provide hints and route guidance
2 people
Refill drinks
2 people
Serve snacks
3 people
Register arriving teams
2 people
Serve dinner
4 people
Check score sheets
2 people
Announce the winners
2 people
Present prizes
2 people
Collect route arrows and checkpoint materials
3 people

Aftercare

Collect waste
3 people
Take down tables and chairs
4 people
Take down the party tents and lighting
4 people
Wash the dishes and kitchenware
3 people
Clean the starting location
3 people
Check the route for any left-behind materials
2 people
Sort and store materials
2 people
Return borrowed materials
2 people
Clear away leftover groceries

What to bring

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

Furniture

Tablesqty 6
Chairsqty 45
Party tentsqty 2
Beer tablesqty 4

Game materials

Clipboardsqty 45
Route mapsqty 12
Assignment cardsqty 60
Score sheetsqty 15
Answer sheetsqty 60
Envelopesqty 75
Pensqty 60
Pencilsqty 30
Eraserqty 15
Pencil sharpenersqty 10
Flashlightsqty 15
Spare batteriesqty 30
Route arrowsqty 30
Barrier tapeqty 4
Conesqty 20
Stopwatchesqty 6
Megaphonesqty 2
Prizesqty 3

Decorations

Buntingqty 6
Balloonsqty 50
Team stickersqty 60
Name stickersqty 60
Markersqty 12

Lighting

LED lampsqty 8
Extension cordsqty 4
Power stripsqty 4

Tableware

Reusable cupsqty 60
Platesqty 50
Cutlery setsqty 50
Coffee cupsqty 40
Serving plattersqty 8

Kitchen

Coffee maker
Kettlesqty 2
Hot traysqty 3
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 6
Kitchen knivesqty 3

Cleaning

Bucketsqty 3
Spongesqty 6
Dish brushesqty 3
Mopsqty 3

Catering

Groceries

Tips

Walk the full route before sending participant information, then walk it again after testing the puzzles. Check crossing points, lighting and places where teams could take a wrong turn.
Request permission for every checkpoint location early. Do this before printing route maps, because a changed checkpoint can force you to redo clues, arrows and assignment envelopes.
Test each puzzle with someone who has not seen it before. If a team cannot understand the instructions within 2–3 minutes, rewrite the clue before preparing all copies.
Prepare one complete envelope per team, including assignment cards, answer sheets, a pencil and any route information. Add spare pens, erasers and pencil sharpeners to the host supplies.
Check phones, chargers and the weather forecast at least 24 hours before the hunt. If the event runs into the evening, pack flashlights, spare batteries, LED lamps and extension cords before teams arrive.

Frequently asked questions

How long does it take to organise a scavenger hunt?: Allow at least 2–3 weeks for a hunt with several checkpoints. The route, permissions and puzzle testing should be finished before you print materials and send final participant information.
How many clues do I need for a scavenger hunt?: Plan one main assignment for each checkpoint, plus clear route instructions between checkpoints. For a 90-minute hunt, 6–10 checkpoints usually gives teams enough to do without making the route feel rushed.
When should I send scavenger hunt participant information?: Send the practical information 5–7 days before the event, including the starting location, arrival time, clothing advice, team details and what participants should bring. Send any final weather or route update 24 hours beforehand.
What should I prepare on the day of a scavenger hunt?: Set up the starting area, check route arrows and barriers, sort the team envelopes and prepare score sheets before participants arrive. Aim to finish setup 60–90 minutes before the announced start time.

Start this plan in Lizzt

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