What you need for a scavenger hunt run

A scavenger hunt run needs more than clue cards and a starting point. You will need visible route markers, numbered runners, checkpoint equipment, printed instructions and a way for volunteers to communicate. Safety supplies matter too, especially when the route continues after dark or crosses busy areas. Use this shopping list to check the practical items before setup day, including equipment that is often left until the last minute.

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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
- Spa Blauw - 120 bottles
- Spa Red - 24 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Multifruit juice - 8 cartons
- Coffee - 4 packs
- Tea - 2 boxes
- Sugar - 2 packs
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Cucumbers - 8 pieces
- Cherry tomatoes - 6 tubs
- Carrots - 4 kilograms
- Grapes - 6 kilograms
- Apples - 120 pieces
- Bananas - 100 pieces
- Whole wheat bread - 12 loaves
- White rolls - 120 pieces
- Wholegrain rolls - 60 pieces
- Mild cheese - 3 kilograms
- Hummus - 12 tubs
- Chicken breast slices - 2 kilograms
- Jam - 4 jars
- Butter - 1 kilogram
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Rice cakes - 8 packs
- Muesli bars - 120 pieces
- Currant buns - 60 pieces
- Snacks - 6 bags
- Ice cubes - 20 kilograms
- Napkins - 500 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 60 pieces
- Dish soap - 3 bottles
- Hand soap - 4 bottles
- Hand sanitizer - 6 bottles
- Sponges - 12 pieces
- Kitchen gloves - 4 pairs

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

Prepare at least one route map, assignment-card set and participant-list copy for every checkpoint, plus spare copies for the start and finish team.
Give each participant a bib number and two safety pins. Pack extra pins and waterproof markers because numbers are commonly lost or become unreadable during the run.
Assign a reflective vest to every checkpoint volunteer and keep a first aid kit and thermal blankets at the start/finish area, not packed away in a vehicle.
Test the communication setup before participants arrive: charge the walkie-talkies and power banks, and bring one clipboard and several pens to each staffed checkpoint.
If any part of the route runs in low light, bring LED work lights, extension cords and additional route arrows. Set them up early enough to check that signs are visible from a distance.

Frequently asked questions

How many route signs do I need for a scavenger hunt run?: Count every turn, junction, checkpoint approach and confusing section of the route. Add at least 10% extra route arrows so a missing or damaged sign does not leave runners guessing.
How many volunteers and reflective vests are needed at checkpoints?: Plan for at least one volunteer per staffed checkpoint, with one reflective vest for each person. Add one spare vest and one spare walkie-talkie for the event coordinator.
How many copies of the scavenger hunt materials should I print?: Print one assignment card or route map for every participant when they need their own copy, plus at least 10% extra. For participant lists and checkpoint instructions, prepare one copy per checkpoint and two copies for the start/finish team.
What drinks should I buy for a scavenger hunt run?: Provide roughly 500 ml of drinks per participant for a short run, and more if the route lasts longer than one hour or the weather is warm. Keep drinks in coolers or dispensers at the start/finish area and bring thermos flasks when hot drinks are part of the plan.

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