Scavenger hunt team outing checklist

A team scavenger hunt needs more than a route and a few clues. You need a reliable registration process, balanced teams, tested assignments, printed materials and a clear scoring system. Plan the route and break locations early, then leave enough time to assemble team kits and test every task. This checklist covers the practical work from sending invitations through participant registration and setting up the starting point.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Send invitations
Process registrations
Collect dietary requirements
Assemble teams
2 people
Mark out the route
2 people
Come up with tasks
2 people
Check assignments
2 people
Reserve picnic location
Reserve the break area
Record the score breakdown
Print route maps
Print task cards
Print response forms
Assemble team kits
2 people
Purchase materials
2 people
Do the shopping
2 people
Test route in advance
2 people
Chill drinks
2 people
Charge electronics
Check the weather forecast
Pack transport boxes
2 people

Event

Set up the starting point
4 people
Set up tables and chairs
3 people
Put up route signs
2 people
Register participants
2 people
Explain the rules
2 people
Hand out team sets
2 people
Get the teams started
2 people
Staff the checkpoints
4 people
Refill drinks
2 people
Register incoming teams
2 people
Check answers
3 people
Prepare bread meal
3 people
Serve food and drinks
3 people
Announce the scores
Announce the winner
Take group photo
Dismantle materials
4 people
Collect waste
3 people

Aftercare

Wash dishes
2 people
Clean the venue
3 people
Sort materials
2 people
Return borrowed materials
Return lost property

What to bring

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

Furniture

Foldable tablesqty 4
Folding chairsqty 24
Tableclothsqty 4

Game materials

Clipboardsqty 12
Route mapsqty 12
Assignment cardsqty 12
Answer formsqty 30
Score sheetsqty 6
Envelopesqty 30
Ballpoint pensqty 30
Team ribbonsqty 6
Conesqty 12
Rope rollsqty 2
Prizesqty 3

Equipment

Megaphone
Power banksqty 6
Charging cablesqty 6
Stopwatchesqty 6

Lighting

LED lanternsqty 6
Spare batteriesqty 24

Catering

Coolersqty 3
Water dispensersqty 2
Thermos flasksqty 2
Reusable cupsqty 30
Reusable platesqty 30
Reusable cutleryqty 30
Serving tongsqty 4
Groceries

Safety

First aid kit
Reflective vestsqty 4

Decorations

Start flagsqty 2
Directional signsqty 12

Cleaning

Cleaning bucketqty 2
Dish brushesqty 3
Cleaning glovesqty 6

Tips

Test the complete route before the outing, including every assignment, sign and break area. This catches unclear instructions, inaccessible sections and timing problems while there is still time to change the plan.
Set a firm registration deadline before assembling teams. Use the final participant list to collect dietary requirements, balance team sizes and prepare the correct number of maps, cards, forms and pens.
Print and pack each team’s materials together rather than sorting them at the start. A kit with its route map, assignment cards, answer forms, clipboard, writing supplies and team identifier is faster to distribute and easier to check.
Record the scoring breakdown before printing the response and score sheets. Give the person checking answers a written rule for partial answers, time limits and tie-breaks so results do not depend on a discussion at the finish.
Check the forecast and charge all electronic equipment the day before. Pack power banks, charging cables, spare batteries, first-aid supplies and weather-appropriate route equipment in clearly labelled transport boxes.

Frequently asked questions

How far in advance should I plan a team scavenger hunt?: Start planning at least 4 weeks before the outing. Set the registration deadline about 7 days before the event so you have time to collect dietary requirements, assemble teams and print the final materials.
How long does a team scavenger hunt take to set up on the day?: Allow 60 to 90 minutes for setup at the starting point. This covers arranging tables and chairs, placing signs and start flags, preparing team kits, checking registration materials and setting out drinks.
How many scavenger hunt materials do I need per team?: Prepare one complete kit per team, plus at least 1 spare kit for damaged or missing materials. Each kit should have the team’s route map, assignment cards, answer forms, clipboard and enough pens for every participant.
When should I test the scavenger hunt route?: Walk or run the full route at least 3 to 7 days before the outing. Time the assignments, check signs and access, confirm the break locations and revise any task that is unclear or takes too long.

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.