Treasure hunt checklist: what to arrange and when

A treasure hunt needs more than a good route and a set of clues. You need time to test every puzzle, mark the course clearly, prepare team materials and brief the people supervising it. Start with the location, route and concept, then move on to registrations, supplies and food. On the day itself, allow enough time to set up the start table, signs, tents and team packs before participants arrive.

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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

Check the route and grounds
2 people
Reserve location and route
Send invitations
2 people
Process registrations
Collect dietary requirements
Develop the treasure hunt concept
2 people
Write puzzle tasks
2 people
Check the route for safety
2 people
Assign teams and supervisors
2 people
Purchase prizes and awards
2 people
Print cards and instructions
2 people
Laminating signs
2 people
Prepare puzzle boxes
3 people
Test locks and puzzles
3 people
Label team vests and materials
2 people
Gather supplies
2 people
Package the treasures per team
3 people
Buy non-perishable groceries
2 people
Remind participants
Buy fresh groceries
2 people
Prepare food and drinks
3 people
Brief chaperones
2 people

Event

Set up start table
3 people
Set up party tents and tables
4 people
Place route signs
4 people
Hide puzzle boxes
4 people
Set up the food and drink area
3 people
Test the sound and lighting
2 people
Receive participants
3 people
Assign teams and brief them
3 people
Lead the treasure hunt
8 people
Record start and end times
2 people
Refill drinks
2 people
Serve snacks and dinner
4 people
Operate barbecue
2 people
Check the winners
2 people
Present prizes
2 people
See off the last visitors
2 people

Aftercare

Collect puzzle boxes and clues
4 people
Dismantle furniture and tents
4 people
Collect and sort waste
3 people
Wash dishes and kitchen equipment
3 people
Clean the grounds and toilets
3 people
Check and store the materials
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Chairsqty 50
Beer tablesqty 4
Tableclothsqty 6

Game materials

Treasure chestsqty 6
Padlocksqty 12
Compassqty 12
Team bibsqty 50
Clipboardsqty 12
Pencilsqty 60
Waterproof document sleevesqty 60
Plastic tokensqty 100
Prize bagsqty 12
Route arrowsqty 30
Conesqty 20
Streetlamp signsqty 12

Equipment

Walkie-talkiesqty 6
Megaphone
Portable speaker
Extension cordsqty 4
Power stripsqty 3
Coolersqty 4
Barbecuesqty 2
Thermos flasksqty 4

Lighting

LED lanternsqty 12
String lightsqty 4

Decorations

Buntingqty 6
Treasure decoration

Tableware

Reusable platesqty 60
Reusable cupsqty 80
Cutlery setsqty 60

Kitchen

Serving traysqty 8
Barbecue tongsqty 4
Cutting boardsqty 3
Kitchen knivesqty 3

Cleaning

Waste binsqty 6
Cleaning bucketsqty 3
Cleaning clothsqty 12

Catering

Groceries

Tips

Walk the complete route twice: once while planning it and again after placing signs. Check crossings, poor visibility and any sections where teams could take a wrong turn.
Test every lock, puzzle box and clue with someone who has not seen the solution. Keep a spare padlock, extra printed instructions and replacement pencils with the control team.
Prepare one labelled pack per team at least one day ahead. Include the team bibs, clipboard, pencils, waterproof document sleeves, tokens and route materials together.
Set a firm registration deadline and collect dietary requirements before buying fresh food. Buy non-perishable groceries earlier, then prepare chilled food and drinks as close to the event as practical.
Brief supervisors before the start, including their assigned route section, communication method and emergency procedure. Give them walkie-talkies and keep the megaphone at the start table for group instructions.

Frequently asked questions

How far in advance should I plan a treasure hunt?: Allow at least 3 to 4 weeks for a small treasure hunt. That gives you time to reserve the route, send invitations, collect registrations, write and test puzzles, and order prizes.
How long should a treasure hunt last?: Plan for about 90 minutes to 2 hours of hunting, depending on the route and number of puzzles. Add at least 30 minutes for arrival, team assignment and the final prize presentation.
When should I test the treasure hunt route?: Test the route at least 7 days before the event, then do a final safety walk on the day. Check that arrows, cones and streetlamp signs are visible and still in place.
How many supervisors do I need for a treasure hunt?: Use at least 1 supervisor per team for younger participants, or 1 supervisor for every 2 teams when groups are older and the route is simple. Keep one additional person at the start table to handle late arrivals and supplies.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.