What to bring for a scavenger hunt picnic

A scavenger hunt picnic needs more than sandwiches and a few clues. Plan food that travels well, drinks that stay cold, and serving equipment for the picnic setup. You will also need practical items for the hunt itself, including waterproof storage, boundary markers and charged power banks. Use the item list below as your shopping checklist, then adjust food and drink quantities to the number of registered guests and their dietary requirements.

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What to bring

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

Furniture

Folding tablesqty 6
Folding chairsqty 60
Picnic blanketsqty 10
Buffet tablesqty 2

Tableware

Reusable platesqty 60
Reusable bowlsqty 60
Reusable glassesqty 70
Reusable cutleryqty 70
Serving spoonsqty 8

Equipment

Coolersqty 6
Ice packsqty 24
Portable speaker
Power banksqty 3
Megaphone
Waterproof storage boxesqty 6

Sports equipment

Conesqty 20
Ropeqty 2
Stopwatchesqty 4

Decorations

Buntingqty 4
Tableclothsqty 8
Menu boardsqty 3

Lighting

LED string lightsqty 4
LED lanternsqty 6

Kitchen

Cutting boardsqty 4
Bread knivesqty 3
Serving plattersqty 10
Serving tongsqty 6
Thermos flasksqty 4
Drink dispensersqty 3

Cleaning

Dishpanqty 2
Cleaning clothsqty 10
Hand brush and dustpanqty 2
First aid kit

Scavenger hunt materials

Route mapsqty 15
Assignment cardsqty 60
Envelopesqty 60
Pensqty 30
Prizesqty 6

Catering

Serving traysqty 6
Stock cratesqty 8
Lockable food containersqty 12
Water jugsqty 6
Coffee filtersqty 100
Tea filter holderqty 2
Sugar bowlsqty 2
Milk jugsqty 4
Cool Bag for Diet Productsqty 2
Table signsqty 6
Drink cratesqty 6
Groceries
- Whole grain bread - 8 loaves
- White sandwich rolls - 60 pieces
- Whole wheat wraps - 40 pieces
- Hummus - 2 kilograms
- Young cheese - 2 kilograms
- Aged cheese - 2 kilogram
- Chicken breast slices - 1,5 kilogram
- Smoked salmon - 750 grams
- Cream cheese - 1 kilogram
- Eggs - 30 pieces
- Lettuce - 6 heads
- Cucumber - 8 pieces
- Tomatoes - 4 kilogram
- Bell peppers - 3 kilograms
- Red onion - 1 kilogram
- Carrots - 2 kilogram
- Avocado - 12 pieces
- Chickpeas - 8 cans
- Pasta salad - 4 kilograms
- Feta cheese - 1 kilogram
- Olives - 1 kilogram
- Grapes - 3 kilograms
- Apples - 50 pieces
- Bananas - 40 pieces
- Strawberries - 3 kilograms
- Melons - 4 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 5 bags
- Salsa - 5 jars
- Mixed nuts - 1.5 kilograms
- Muesli bars - 60 pieces
- Brownies - 60
- Ketchup - 2 bottles
- Mayonnaise - 2 jars
- Pesto - 3 jars
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Coffee - 3 packs
- Tea - 2 boxes
- Milk - 6 liters
- Oat milk - 4 liters
- Sugar - 1 kilogram
- Still water - 60 bottles
- Sparkling water - 30 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Lemons - 12 pieces
- Ice cubes - 10 kilograms
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Hand soap - 2 bottles
- Dish soap - 2 bottles
- Disinfecting wipes - 3 packs
- Trash bags - 2 rolls
- Toilet paper - 24 rolls

Tips

Buy food for the picnic at least one day ahead, but wash fruit and vegetables and prepare sandwiches as close to departure as practical. This keeps fresh food in better condition during the hunt.
Allow two to three drinks per person for the first hour, then add one drink per person for each additional hour. Pack extra water separately so the coolers are not emptied before the picnic starts.
Use one waterproof storage box for clue envelopes, printed route materials and spare stationery, and a second box for prizes or items that must stay dry. Keep the boxes closed until the teams are assembled.
Bring enough reusable plates, bowls, glasses and cutlery for every guest, plus at least 10% extra. Picnic food creates more handling and dropped items than a seated meal, so a small buffer prevents shortages.
Charge phones, the portable speaker and power banks before loading the cars, ideally within 24 hours of the event. Test the speaker and megaphone before leaving, and keep ice packs in the coolers from the start of transport.

Frequently asked questions

What food do I need for a scavenger hunt picnic?: Plan one filling main item per person, such as a sandwich or wrap, plus salad, fruit and snacks. Add at least 10% extra portions if guests may arrive hungry after the hunt, and confirm dietary requirements before shopping.
How many drinks should I buy for a scavenger hunt picnic?: Start with two to three drinks per person for the first hour, then add one drink per person for every extra hour. Include extra water for the route and keep chilled drinks in coolers with ice packs.
What equipment is needed for a scavenger hunt picnic?: You need picnic seating and serving equipment, coolers, ice packs, waterproof storage boxes, route markers and communication equipment. Have these packed and checked at least one day before the event so missing items can still be replaced.
When should I prepare the food for a scavenger hunt picnic?: Do the main shopping one to two days before the event. Wash produce and prepare sandwiches, wraps, salads and snacks on the day itself, then place everything in coolers shortly before transport.

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