Scavenger Hunt Walk Checklist

A scavenger hunt walk needs more than a set of clues and a starting point. You need a tested route, clear team instructions, safe checkpoints, registration materials, and a reliable way to keep everyone moving. Plan the route and assignments first, then confirm registrations, prepare team packs, and set up the start and finish areas. This checklist follows that order, including the small details that are often left until the last hour.

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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

Set the route and theme
2 people
Set start and finish locations
Check the route for safety
2 people
Choose route checkpoints and directions
2 people
Create the scavenger hunt questions and assignments
2 people
Test the entire route
3 people
Send invitations
Process registrations
Collect dietary requirements
Divide participants into teams
2 people
Create an emergency contact list
Check the weather forecast
Inform participants about clothing
Do the shopping
2 people
Print route maps and assignments
2 people
Assemble team sets per group
2 people
Chill food and drinks
2 people
Set up tables and chairs
3 people
Place the start and finish sign
2 people
Mark route checkpoints
4 people
Prepare coffee and tea
2 people
Set up registration desk
2 people
Brief Volunteers on Tasks
2 people

Event

Welcome and register participants
3 people
Distribute teams and route maps
3 people
Give safety instructions
2 people
Officially start the scavenger hunt
2 people
Staff route checkpoints
6 people
Note the interim results and answers
2 people
Refill drinks
2 people
Serve snacks and sandwiches
3 people
Check out returning teams
2 people
Announce the winner
2 people
Check evening lighting
2 people
Receive the last participants
2 people

Aftercare

Remove route checkpoints and markers
4 people
Chill leftover food and drinks
2 people
Clear tables and chairs
3 people
Clean dishes and materials
3 people
Collect and remove waste
2 people
Hand over the venue clean and empty
3 people
Return borrowed materials

What to bring

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

Furniture

Tablesqty 3
Chairsqty 8
Tableclothqty 3

Paper goods

Clipboardsqty 8
Pensqty 20
Pencilsqty 10
Waterproof foldersqty 8
Envelopesqty 20
Team wristbandsqty 50
Route mapsqty 50
Clue cardsqty 10
Directional signsqty 12
Notice boardsqty 8
Storage boxesqty 4

Sports equipment

Traffic conesqty 12
Conesqty 20
Whistlesqty 8

Safety

Reflective vestsqty 6
First aid kit

Lighting

Flashlightsqty 6

Equipment

Megaphone
Stopwatchesqty 4
Power banksqty 4

Catering

Coolersqty 3
Thermos flasksqty 3
Reusable cupsqty 60
Platesqty 50
Cutlery setsqty 50
Serving traysqty 4
Groceries

Cleaning

Waste binsqty 4

Tips

Test the full route before sending final instructions. Check every checkpoint, direction, crossing, and clue in the same order participants will encounter them, and allow extra time for stops or wrong turns.
Prepare one complete team set for every group, including maps, clue cards, writing materials, and waterproof protection. Add a few spare pens and copies before sealing the envelopes or storage boxes.
Finish participant administration before event day. Record dietary requirements, divide people into teams, and prepare an emergency contact list at least 2 days before the walk.
Set up the start area early enough to handle arrivals without delaying the walk. Have the registration desk, team identifiers, signs, maps, and volunteer briefing ready at least 45 minutes before the start.
Plan for changing conditions on the route. Check the forecast the day before and again on the morning itself, and make sure safety equipment, visibility aids, charged power banks, and refreshments are ready before participants arrive.

Frequently asked questions

How long does it take to organise a scavenger hunt walk?: Allow at least 2 to 3 weeks for a walk with invitations, registrations, team planning, and a new route. Reserve the final 2 days for printing, assembling team sets, checking the forecast, and confirming volunteers.
How many clues should a scavenger hunt walk have?: A practical starting point is 8 to 12 checkpoints for a walk lasting about 90 minutes to 2 hours. Test the complete route with the actual clue sequence, because reading, searching, and team discussions can add 5 to 10 minutes per checkpoint.
What should each scavenger hunt team receive?: Give each team a route map, assignment or clue cards, a clipboard, at least 2 writing tools, and a way to identify the team. Put the full set in a waterproof folder or envelope, and prepare one spare set for every 4 to 5 teams.
How early should volunteers arrive for a scavenger hunt?: Ask volunteers to arrive 60 minutes before participant registration starts. Use the first 20 minutes for the briefing, then give them time to place signs, mark checkpoints, check equipment, and report any route or safety problems.

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.