Scavenger Hunt Checklist

A successful scavenger hunt depends on details that are easy to leave until the last minute. Set the route and theme first, then test every task, confirm the starting location, and prepare teams, volunteers, maps, answer forms, and assignment cards. On the day, allow time to mark task points, place direction signs, set up registration, and prepare food and drinks. This checklist keeps the planning in order so participants can start on time and move safely between locations.

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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
Reserve starting location
Check the route for safety
2 people
Record assignment points
2 people
Develop scavenger hunt tasks
2 people
Check puzzle answers
2 people
Send invitations
Process registrations
Collect dietary requirements
Prepare team assignments
2 people
Assign volunteers
Check the weather forecast
Print participant list
Print answer forms
Print route maps
Laminating instruction cards
2 people
Buy prizes
Do the shopping
2 people
Chill drinks
2 people
Prepare packages per team
3 people
Mark task points
3 people
Place route signs
2 people
Set up tables and chairs
3 people
Set up the registration desk
2 people
Set up the food and drink area
3 people
Hang decorations
2 people
Test sound and lighting
2 people
Prepare team bags
2 people
Brief volunteers
2 people

Event

Staff the registration desk
2 people
Register participants
2 people
Hand out team cards
2 people
Explain the rules
2 people
Let teams depart
2 people
Guide assignment points
6 people
Check route and safety
2 people
Track live scores
2 people
Refill drinks
2 people
Serve snacks and sandwiches
3 people
Check answers
3 people
Determine the winners
2 people
Present prizes
2 people
Lead the closing
2 people

Aftercare

Remove directional signs
3 people
Collect game materials
3 people
Sort and remove waste
2 people
Wash dishes
2 people
Clear tables and chairs
3 people
Clean the venue
3 people
Check and pack materials
2 people
Return borrowed items

What to bring

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

Furniture

Tablesqty 6
Chairsqty 40
Folding table at the starting desk
Party tentqty 2

Game materials

Route mapsqty 50
Assignment cardsqty 12
Answer formsqty 50
Team bibsqty 10
Pensqty 50
Pencilsqty 20
Clipboardsqty 10
Conesqty 20
Ropeqty 2
Stopwatchesqty 6
Crates for tasksqty 10
Prizesqty 3
Team stickersqty 50
Directional signsqty 20
Markersqty 12
Laminator

Equipment

Walkie-talkiesqty 8
Mobile phonesqty 3
Portable speaker
Power banksqty 4

Lighting

LED lanternsqty 8
String lightsqty 4

Kitchen

Coolersqty 4
Thermos flasksqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving plattersqty 8
Serving spoonsqty 8

Tableware

Reusable cupsqty 60
Platesqty 50
Cutlery setsqty 50
Napkin holdersqty 6

Decorations

Tableclothsqty 6
Buntingqty 4

Cleaning

Waste binsqty 4
Broom and dustpanqty 2
Mop and bucket
First aid kit

Catering

Groceries

Tips

Test the full route before invitations go out, including every assignment point and puzzle answer. Check for unsafe crossings, blocked paths, poor phone coverage, and places where signs could be missed.
Prepare one complete package for each team at least one day ahead. Include the team bibs, map, assignment cards, answer form, pens or pencils, clipboard, and any team stickers.
Set a registration deadline that gives you at least 3 days to process names, dietary requirements, and team assignments. Print the participant list and prepare spare blank forms for late changes.
Check the weather forecast 24 hours before the hunt and prepare the starting area accordingly. A party tent, coolers, thermos flasks, and LED lanterns can prevent small weather or lighting problems from delaying the start.
Arrive early enough to place route signs and mark task points before participants arrive. Keep mobile phones or walkie-talkies charged with power banks, and give volunteers clear locations and responsibilities.

Frequently asked questions

How far in advance should I plan a scavenger hunt?: Start planning at least 3 to 4 weeks ahead if you need a route, volunteers, registrations, and printed materials. Finish testing the tasks and route no later than 3 days before the event.
How many tasks should a scavenger hunt have?: Allow roughly 6 to 10 tasks for a hunt lasting 1.5 to 2 hours. The right number depends on walking time, puzzle difficulty, and how long teams are expected to spend at each assignment point.
What should each scavenger hunt team receive?: Prepare one team package containing a route map, assignment cards, answer form, writing supplies, clipboard, and team identification. Make one complete package per team plus at least 2 spare sets.
When should I set up the scavenger hunt route?: Place signs and mark task points on the event day, after the final safety check and before registration opens. Aim to finish the route setup at least 30 minutes before the first teams leave.

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.