What to Buy for a Scavenger Hunt

A scavenger hunt needs more than clue cards and a route. You will need separate materials for each team, clear route markers, a reliable registration point, and supplies for volunteers working at task locations. Plan drinks and food around the event length, and prepare for rain or low light before the day itself. This shopping list covers the practical items that are easy to underestimate, including clipboards, spare pens, power banks, coolers, and prizes.

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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
- Coffee - 2 packs
- Tea - 2 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Coffee creamer - 2 tubs
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Iced tea - 4 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Ice cubes - 12 bags
- Baguettes - 12 pieces
- Mini bake-off rolls - 60 pieces
- Butter - 3 packs
- Young cheese - 2 kilos
- Back ham - 1.5 kilos
- Chicken breast slices - 1.5 kilos
- Hummus - 6 tubs
- Cream cheese - 6 tubs
- Cucumber - 8 pieces
- Tomatoes - 2 kilos
- Lettuce - 4 heads
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 4 bags
- Apples - 50 pieces
- Bananas - 40 pieces
- Grapes - 4 kilos
- Cookies - 6 packs
- Muesli bars - 50 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Allergen labels - 1 pack
- Paper towels - 6 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- Cleaning sponges - 1 pack
- Hand soap - 2 bottles
- Toilet paper - 2 packs

Tips

Prepare one complete pack per team: include the assignment cards, answer forms, route map, pens or pencils, a clipboard, team bibs, and team stickers. Add at least one spare pen per team because they are easily lost during the route.
Buy or gather enough directional signs, cones, rope, and markers to make every turn and task point visible. Put the signs out only after checking the route, and keep spare markers for replacements.
Set up the registration desk with a folding table, printed participant lists, team assignments, bibs, and pens. Bring extra copies of the list and answer forms so a damaged or incorrect sheet does not delay the start.
Plan drinks for the full route rather than only the finish. Use coolers for chilled drinks and thermos flasks for hot drinks, and keep cutting boards and bread knives at the food area if food is being served.
Bring communication and power equipment before volunteers leave for their task points. Count the walkie-talkies and mobile phones, charge the power banks, and pack LED lanterns or string lights if the event may continue after dark.

Frequently asked questions

How many pens do I need for a scavenger hunt?: Plan at least two writing tools per team: one primary pen or pencil and one spare. Add another small reserve of roughly 10% of the total, because pens are often dropped or stop working outdoors.
How many clipboards are needed for a scavenger hunt?: Buy or borrow one clipboard for every team, plus two or three spares for the registration desk and volunteers. A clipboard keeps answer forms usable while teams are standing or walking.
What should each scavenger hunt team pack contain?: Prepare one package per team with assignment cards, an answer form, a route map, writing tools, a clipboard, team bibs, and team stickers. Pack everything at least one day before the event so missing items can be replaced.
How much time before the start should I set up a scavenger hunt route?: Allow at least 2 to 3 hours for placing task crates, marking task points, putting up route signs, and checking safety. Volunteers should arrive early enough to test the route and confirm that every location is ready before registration opens.

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