Treasure hunt checklist: everything to arrange

A treasure hunt needs more than a route and a few clues. You need a safe search area, permission where required, clear start times, tested puzzles and a reliable way to record answers. This checklist takes you from the first concept to filled treasure chests and printed, weatherproof materials. It also covers the details people often leave too late, such as dietary requirements, rest points, emergency contacts and a bad-weather plan.

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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 route and search area
2 people
Check the route for safety
2 people
Arrange route permission
Set start and finish locations
Identify rest points along the route
2 people
Develop the treasure hunt concept
2 people
Write puzzles and tasks
2 people
Design clues for route checkpoints
2 people
Create route maps
2 people
Create answer forms
Send invitations
2 people
Process registrations
Collect dietary requirements
Assign volunteers
Record first aid contacts and emergency numbers
Set start times per team
2 people
Prepare weather scenario
2 people
Check treasure chests
2 people
Prepare team numbers
Print the clues and forms
2 people
Waterproof the clues
2 people
Buy treasure contents
2 people
Do the shopping
2 people
Collect materials
2 people
Fill treasure chests
3 people
Put together team bags
3 people
Review the route map and answers
2 people
Send the volunteer briefing

Event

Mark off the venue and route
4 people
Set up tables and chairs
4 people
Build party tents
4 people
Set up the registration desk
2 people
Chill drinks
2 people
Set up treasure chests and prizes
3 people
Hang route clues
4 people
Set up rest areas
3 people
Test audio and microphone
2 people
Welcome volunteers
2 people
Brief volunteers
2 people
Register participants
4 people
Hand out team cards
3 people
Explain the rules
Have teams leave in stages
3 people
Staff route checkpoint one
2 people
Staff route post 2
2 people
Staff route post 3
2 people
Check answers and hints
2 people
Refill drinks
2 people
Restock snacks and fruit
2 people
Receive lost participants
2 people
Check the route for stragglers
2 people
Welcome teams at the finish line
3 people
Collect answer sheets
2 people
Guide finish tasks
3 people
Determine the winners
3 people
Present prizes
2 people
Serve food and drinks
4 people
Serve coffee and tea
2 people
Empty trash bins
2 people
See participants off
2 people

Aftercare

Remove route clues
4 people
Collect treasure materials
2 people
Take down tables and chairs
4 people
Take down party tents
4 people
Clean dishes and equipment
3 people
Clean the venue
4 people
Collect and remove waste
3 people
Return borrowed items
2 people
Store leftover groceries
2 people
Carry Out Post-Event Route Check
2 people
Return lost and found items
Send thank-you message

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 40
Beer tablesqty 4
Tableclothsqty 8
Folding cratesqty 12

Tableware

Reusable cupsqty 100
Reusable platesqty 80
Reusable cutleryqty 100
Coffee cupsqty 60
Serving bowlsqty 12
Small bowlsqty 12

Equipment

Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Portable sound system
Microphone
Extension cordsqty 4
Power stripsqty 4
Power banksqty 4

Treasure materials

Wooden treasure chestsqty 12
Compassesqty 15
Magnifying glassesqty 15
Team backpacksqty 15
Keys for treasure chestsqty 15
Gold coinsqty 150
Prizesqty 12

Paper goods

Route mapsqty 80
Answer formsqty 80
Route cluesqty 30
Team cardsqty 20
Clipboardsqty 20
Notepadsqty 20
Ballpoint pensqty 40
Markersqty 20
Tapeqty 8
Waterproof coversqty 40

Decorations

Buntingqty 8
Balloonsqty 100
Start sign
Finish sign
Directional signsqty 20
Team bibsqty 20

Lighting

LED lampsqty 6
String lightsqty 4
Flashlightsqty 8

Safety

First aid kit
Safety vestsqty 8
Traffic conesqty 20
Barrier tapeqty 4
Walkie-talkiesqty 6

Kitchen

Thermos flasksqty 6
Bottle coolersqty 4
Serving spoonsqty 8
Pliersqty 6
Cutting boardsqty 4
Knivesqty 6
Can openersqty 2

Cleaning

Waste binsqty 8
Hand broomsqty 4
Dustpan and brushqty 2
Bucketsqty 4
Mopsqty 4
Spongesqty 8

Catering

Groceries

Tips

Test the full route before inviting teams. Check every clue point for safety, confirm the walking time between stops and mark at least one rest point on the route map.
Set staggered start times rather than sending every team off together. Allow enough space between teams for clues to remain hidden and aim for a clear finish window.
Print clues, route maps and answer forms before the event day, then waterproof them. Keep spare copies in a folding crate or team backpack in case paper gets lost or wet.
Prepare one complete kit per team: a route map, answer form, writing materials, compass or magnifying glass if the puzzles use them, and the correct chest key or instructions.
Plan food and drinks around the route, not only at the finish. Provide coolers and reusable cups, and confirm dietary requirements before shopping so suitable portions are ready on the day.

Frequently asked questions

How long does it take to organise a treasure hunt?: Allow at least 3 to 4 weeks for a small treasure hunt. Use the first week for the concept and route, the second for puzzles and registrations, and the final week for printing, shopping and team assignments.
How many clues should a treasure hunt have?: Plan around 6 to 10 route clues for a hunt lasting 90 minutes to 2 hours. Add extra time for teams to walk between points and test every clue with someone who has not seen the answers.
How many people should be in each treasure hunt team?: Teams of 4 to 6 people are usually manageable. For larger groups, stagger the starts by 5 to 10 minutes and prepare a separate answer form and set of materials for each team.
When should I prepare the treasure hunt materials?: Finish the shopping and collect the equipment 3 to 5 days beforehand. Print and waterproof the clues, maps and forms no later than the day before, then fill and lock the treasure chests before participants arrive.

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.