What you need for a scavenger hunt team outing

A scavenger hunt team outing needs more than printed clues and a few pens. Each team needs its own set of route maps, assignment cards, answer forms, clipboards and writing supplies, while the start and break areas need practical equipment for registration, scoring and refreshments. Plan drinks, reusable tableware, visibility equipment and backup power before the event day. Use this shopping list alongside the plan to check what must be bought, packed or prepared.

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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
- Still water - 30 bottles
- Sparkling water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Lemonade - 4 bottles
- Apple juice - 4 packs
- Coffee - 2 packs
- Tea - 2 boxes
- Milk - 4 liters
- Oat milk - 2 liter
- Sugar - 1 pack
- White bread - 6 loaves
- Whole grain bread - 4 loaves
- Unsalted butter - 2 packs
- Young matured cheese - 2 kilograms
- Ham - 1.5 kilograms
- Hummus - 1 kilogram
- Jam - 2 jars
- Peanut butter - 2 jars
- Cucumbers - 6 pieces
- Tomatoes - 2 kilograms
- Iceberg lettuce - 4 heads
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 bottle
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Salted crackers - 4 packs
- Apples - 30 pieces
- Bananas - 25 pieces
- Grapes - 3 kilograms
- Cookies - 4 packs
- Napkins - 3 packs
- Paper towels - 4 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- Disinfectant wipes - 2 packs
- Hand sanitizer gel - 2 bottles
- Ice cubes - 10 bags
- Aluminum foil - 2 rolls
- Cling film - 2 rolls

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

Prepare one complete team kit per team, plus at least one spare set. Include the printed route materials, a clipboard, pens, team ribbons and any envelopes needed for the assignments.
Bring more pens than the headcount suggests: allow two ballpoint pens per participant, with at least 10 extra for lost or dried-out pens. Pack spare answer forms and score sheets as well.
For drinks, plan two servings per person for the first hour and one serving per person for each additional hour. Use coolers, water dispensers, reusable cups and thermos flasks so refreshments remain available along the route.
Pack route equipment by location rather than in one large box. Keep cones, rope rolls, route signs and start flags together, and bring a megaphone and stopwatches to coordinate the start and timed tasks.
Charge power banks, phones and other electronics the evening before, then pack the charging cables with them. Bring spare batteries for LED lanterns and keep a first aid kit and reflective vests at the start point.

Frequently asked questions

What do I need for a scavenger hunt team outing?: You need printed route maps, assignment cards, answer forms and score sheets, plus clipboards, pens and team ribbons for each team. Also prepare route markers, timing equipment, drinks, reusable tableware, power banks and safety supplies.
How many pens should I buy for a team scavenger hunt?: Allow two pens per participant and add at least 10 spare pens for a typical group. Pack extra answer forms and score sheets as well, because teams may lose or damage paperwork during the route.
How much should I budget for drinks on a scavenger hunt?: Plan two drinks per person for the first hour and one additional drink per person for every following hour. Add extra water for warm weather and keep it chilled in coolers or available from water dispensers.
When should I prepare the scavenger hunt materials?: Assemble the team kits and print the route materials at least one day before the outing. Test the route in advance, charge electronics the night before and chill the drinks several hours before participants arrive.

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