Scavenger Hunt Run Checklist

A scavenger hunt run needs more than a route and a set of clues. You need a safe start location, clear checkpoints, enough volunteers, visible signs and a reliable way to track participants. Plan the route before opening registration, then prepare printed materials and checkpoint kits early enough to replace missing items. This checklist follows the work from first decisions through start and finish setup, so you can see what must be ready before participants arrive.

Organize this event for free with Lizzt

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 starting location
Check permits and notifications
Check the route for safety
3 people
Determine checkpoint locations
2 people
Develop scavenger hunt tasks
2 people
Design route map
Create a registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Schedule volunteers
2 people
Staff route checkpoints
2 people
Prepare race numbers
2 people
Print task cards
Print route signs
Check the weather forecast
Print participant list
Do the shopping
2 people
Check materials
2 people
Equip route checkpoints with materials
3 people

Event

Set up the start and finish area
5 people
Set up tables and chairs
3 people
Place route signs
4 people
Set up checkpoints
4 people
Lay out bib numbers
2 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Brief volunteers
2 people
Receive participants
3 people
Give the introduction briefing
2 people
Get participants started
3 people
Guide Checkpoints
8 people
Check the route and traffic
3 people
Record finish times
2 people
Receive finishers
3 people
Serve snacks
2 people
Refill drinks
2 people
Check the result
2 people
Present prizes
2 people
Turn on evening lighting
Escort the last visitors
2 people

Aftercare

Collect route signs
4 people
Take down the start and finish area
5 people
Collect waste
3 people
Wash dishes
2 people
Clean the venue
3 people
Sort materials
2 people
Return borrowed materials
2 people
Send results and thank-you message

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 24
Party tentsqty 2
Crowd control barriersqty 12

Sports equipment

Traffic conesqty 30
Route arrowsqty 35
Bib numbersqty 120
Safety pinsqty 240
Reflective vestsqty 20
Stopwatchesqty 4
Hand tally countersqty 4
Conesqty 20
First aid kitsqty 2
Thermal labelsqty 10

Office

Clipboardsqty 12
Ballpoint pensqty 30
Waterproof markersqty 12
Route mapsqty 120
Assignment cardsqty 240
Participant listsqty 10

Decorations

Start banner
Finish banner
Buntingqty 6

Lighting

LED work lightsqty 4
Extension cordsqty 4

Equipment

Walkie-talkiesqty 8
Power banksqty 4

Catering

Coolersqty 4
Drink dispensersqty 3
Thermos flasksqty 4
Groceries

Tableware

Reusable cupsqty 150
Coffee cupsqty 60
Platesqty 120
Cutlery setsqty 120

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 6

Cleaning

Waste binsqty 6
Broom setsqty 3
Bucketsqty 3
Cleaning clothsqty 20

Tips

Check the full route on foot before publishing it. Allow time to identify unsafe crossings, confusing turns and places where signs or volunteers will be needed.
Set checkpoint locations before writing the assignments. For each checkpoint, prepare a clipboard, waterproof marker, route information and the materials needed to record or verify completed tasks.
Print the participant list, race numbers, route maps and assignment cards at least one day before the run. Keep spare copies in a waterproof folder rather than relying on a phone.
Schedule volunteers in shifts with a named person at every checkpoint. Give checkpoint staff walkie-talkies or charged phones, and make sure they know where the first aid kits and thermodekens are.
Plan the start and finish area around the expected crowd. Set out tables, chairs, barriers, cones, signs and lighting before participants arrive, and check extension cords and power banks before using them.

Frequently asked questions

How far in advance should I plan a scavenger hunt run?: Start planning at least 4 to 6 weeks before the event. Secure the starting location, check permits or notifications, test the route and open registration before the final two weeks.
How many volunteers do I need for a scavenger hunt run?: Assign at least one volunteer to every checkpoint, plus two people for registration and start or finish duties. Add one floating coordinator for every 4 to 5 checkpoints so problems do not leave a station unattended.
When should I print scavenger hunt run materials?: Print route maps, assignment cards, participant lists and race numbers 1 to 2 days before the event. Prepare spare copies and waterproof them before placing them at checkpoints.
How do I prepare a scavenger hunt run for bad weather?: Check the forecast 48 hours before the event and again on the morning itself. Have party tents, waterproof markers, protected paperwork, thermodekens and a clear decision deadline ready before participants set out.

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.