What You Need for a Scavenger Hunt

A scavenger hunt needs more than clues and a route. Prepare one complete envelope or clipboard pack per team, plus shared equipment for timing, communication, and challenges. Bring waterproof storage for printed materials, power banks for phones, and enough drinks and snacks for the full route. This checklist helps you buy and pack everything before participants arrive, including items that are easy to arrange too late.

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What to bring

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

Furniture

Foldable tablesqty 3
Folding chairsqty 24
Picnic blanketqty 4

Equipment

Smartphonesqty 4
Power banksqty 6
Charging cablesqty 6
Portable speaker
Megaphone

Sports equipment

Conesqty 12
Ropeqty 2
Ballsqty 4
Stopwatchqty 4
Measuring tapeqty 2

Game materials

Clipboardsqty 6
Pensqty 30
Pencilsqty 30
Erasersqty 10
Envelopesqty 30
Assignment cardsqty 30
Answer formsqty 10
Prizesqty 3
Markersqty 12
Poster puttyqty 4
Waterproof casesqty 30
Route mapsqty 10
Conesqty 10

Tableware

Reusable cupsqty 30
Reusable platesqty 30
Reusable cutleryqty 30
Serving plattersqty 6
Water jugsqty 4

Kitchen

Coolersqty 4
Thermos flasksqty 2
Cutting boardsqty 2
Bread knivesqty 2

Decorations

Buntingqty 4
Balloonsqty 30
Team ribbonsqty 30

Lighting

LED lampsqty 6

Cleaning

Waste binsqty 4

Catering

Groceries
- Coffee - 2 packs
- Tea - 2 boxes
- Sugar - 1 pack
- Milk - 4 liters
- Oat milk - 2 liter
- Still mineral water - 24 bottles
- Sparkling mineral water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ice tea - 4 bottles
- Apple juice - 3 packs
- Alcohol-free beer - 12 bottles
- Beer - 36 bottles
- White wine - 4 bottles
- Rosé - 3 bottles
- Red wine - 2 bottles
- Lemons - 8 pieces
- Limes - 6 pieces
- Ice cubes - 6 bags
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Wraps - 40 pieces
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Young cheese - 2 kilograms
- Brie - 1 kilogram
- Smoked chicken breast - 1.5 kilograms
- Grilled vegetables - 3 kilograms
- Falafel - 1.5 kilograms
- Mixed salad - 2 kilogram
- Cucumbers - 8 pieces
- Tomatoes - 2 kilograms
- Bell peppers - 12 pieces
- Red onions - 6 pieces
- Olives - 4 jars
- Corn - 4 cans
- Baby potatoes - 4 kilogram
- Pasta salad - 3 kilograms
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Garlic sauce - 2 bottles
- Pesto - 4 jars
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 canister
- Paprika powder - 1 can
- Italian herbs - 1 canister
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Salted peanuts - 3 bags
- Mixed nuts - 3 bags
- Grapes - 3 kilograms
- Apples - 20 pieces
- Bananas - 20 pieces
- Cookies - 5 packs
- Brownies - 30 pieces
- Muesli bars - 30 pieces
- Napkins - 100 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Parchment paper - 1 roll
- Disposable wipes - 2 packs
- Trash bags - 2 rolls
- Paper towels - 4 rolls
- Toilet paper - 2 packs
- Dish soap - 2 bottles
- Hand soap - 2 bottles
- Disinfectant wipes - 2 packs

Tips

Prepare one set of assignment cards, answer forms, pens, pencils, and a route map for every team, then pack each set in a labeled envelope. Add at least one spare set for damaged or missing materials.
Bring one smartphone and power bank per team where possible, with charging cables ready before the start. Test the route maps, clue files, and phone batteries on the day before participants arrive.
Use waterproof cases for assignment cards, answer forms, and maps, even when rain is not forecast. Printed clues can become unusable after one wet stop, especially if teams carry them for several hours.
Pack shared challenge equipment separately from team envelopes: cones, rope, balls, a stopwatch, and a measuring tape. Mark each item with its return location so equipment is not left behind along the route.
Prepare drinks and snack packs before the start rather than during registration. Chill the drinks in advance, provide reusable cups and tableware at the start or finish, and keep prizes separate so they are not forgotten during setup.

Frequently asked questions

What do I need for a scavenger hunt?: You need printed assignment cards, answer forms, route maps, envelopes, writing supplies, phones, power banks, and any equipment used in the challenges. Also prepare drinks, snacks, reusable tableware, and prizes for the planned number of participants and teams.
How many scavenger hunt clue sets should I print?: Print one complete clue and answer set per team, not per participant. Add at least one spare set, so for 6 teams you should prepare 7 sets of cards, forms, and route maps.
How many pens do I need for a scavenger hunt?: Pack at least 2 working pens per team, plus 2 spare pens for the organizer. For 6 teams, bring 14 pens and test them before placing them in the envelopes.
When should I prepare the scavenger hunt materials?: Print, laminate, and pack the materials at least 2 days before the event. Check the route and charge phones and power banks the day before, then sort the final team packs before participants arrive.

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