Scavenger hunt checklist for a smooth event

A scavenger hunt needs more preparation than writing a few clues and sending an invitation. You need a tested route, clear team instructions, marked task points and a reliable way to record answers. Plan the practical details early, especially registration numbers, dietary requirements, printed materials and weather cover. Use this checklist to move from the first route idea to the start line without leaving last-minute jobs to event day.

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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

Reserve starting location
Set the route and theme
2 people
Test route in advance
2 people
Record assignment points
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Finalize participant list
Assign teams and team leaders
2 people
Write out the game rules
Create assignments and answers
3 people
Prepare route directions
2 people
Order supplies and printed materials
Check the weather forecast
Send final information to participants
Do the shopping
2 people
Print assignments and route cards
2 people
Put together team bags
3 people

Event

Check the venue and route
3 people
Set up tables and chairs
4 people
Set up party tents
4 people
Place the start and finish sign
2 people
Set out task points
6 people
Chill drinks
2 people
Set up the snacks and drinks table
3 people
Brief volunteers
2 people
Register participants
3 people
Explain the game rules and route
2 people
Get the teams started
3 people
Staff activity stations
6 people
Restock drinks and snacks
2 people
Register arrivals and responses
3 people
Check scores
2 people
Announce the winners
2 people
Hand out prizes
2 people

Aftercare

Collect materials
4 people
Dismantle tents, tables and chairs
5 people
Sort and remove waste
3 people
Clean the venue
3 people
Return borrowed materials
2 people
Handle lost and found
Send thank-you message

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 50
Tablecloth clipsqty 24

Game materials

Team backpacksqty 10
Assignment foldersqty 10
Waterproof envelopesqty 40
Conesqty 30
Hoopsqty 6
Ropeqty 3
Ballqty 4

Paper goods

Route mapsqty 50
Answer formsqty 50
Pensqty 60
Markersqty 24
Clipboardsqty 12
Printer paperqty 2
Tapeqty 6
Scissorsqty 4

Decorations

Start and finish signqty 2
Buntingqty 6
Directional signsqty 20

Lighting

LED lampsqty 8
String lightsqty 4

Equipment

Megaphone
Power banksqty 4

Safety

Reflective vestsqty 12
Flashlightsqty 8
First aid kit

Catering

Coolersqty 4
Thermos flasksqty 4
Groceries

Tableware

Reusable cupsqty 60
Reusable platesqty 60
Reusable cutleryqty 60

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Serving bowlsqty 8
Serving spoonsqty 8

Cleaning

Waste binsqty 6
Broomqty 2
Dustpan and brushqty 2
Bucketsqty 3

Tips

Test the full route before inviting people, including every assignment point. Time it with the expected walking pace and check that signs, cones and waterproof envelopes will remain visible.
Set a firm registration deadline before assigning teams. Finalise the participant list only after collecting dietary requirements, then prepare one team bag and one set of route and answer materials for each team.
Print the assignments, route cards and answer forms at least one day ahead. Pack spare pens, markers, tape and paper because missing stationery can stop a team from completing a task.
Check the weather forecast 48 hours before the hunt and again on the morning itself. Decide where party tents, tables and chairs will go, and keep route materials protected from rain.
Give participants the final meeting details before the event, including the start time, starting location, team arrangements and what to bring. On the day, arrive early enough to place signs and task points before teams gather.

Frequently asked questions

How far in advance should I plan a scavenger hunt?: Start planning at least 3 to 4 weeks before the event. Reserve the starting location, set the route and theme, and send invitations early enough to leave time for registrations and team assignments.
When should I test a scavenger hunt route?: Test the complete route at least 7 days before the hunt, then check it again on the day. This gives you time to replace unclear clues, adjust task points and respond to access or weather problems.
How many clues and route cards do I need for a scavenger hunt?: Prepare one complete set of assignments, answers and route directions for every team, plus at least 10% spare copies. Print them no later than the day before and protect outdoor materials in waterproof envelopes.
What should I do on the morning of a scavenger hunt?: Allow at least 2 hours for setup. Check the venue and route, place the start and finish signs and task points, arrange the tables and chairs, chill the drinks, and put each team bag in its assigned position.

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.