To set up a QR scavenger hunt, decide the marker list and order, generate one unique code per marker, print them at a readable size on durable material, place them at a scannable height, set a scan limit and points for each, and test every code on both Android and iPhone before the day. The setup is mostly logistics.
Start with a marker sheet
Before any code is printed, build a single table that is the source of truth for the hunt. Each row is a marker. The columns should include a short name, the location in plain words, the clue or question that unlocks, the points, the scan limit, the order position and the person responsible for placing it.
| Column | Why it matters |
|---|---|
| Marker name | One consistent label for everyone on the team |
| Location | Plain words and, where possible, a photo |
| Content | The clue, question or reveal the scan opens |
| Points and bonus | Keeps scoring consistent |
| Scan limit | Prevents repeated farming |
| Order | Decides whether the hunt is a story or a scatter |
| Owner | Who places and checks it |
Treat this sheet as a living document. When a marker changes, update the sheet first.
Decide ordered or open
In an ordered hunt, teams must scan markers in sequence. This suits a story and keeps all teams on the same narrative, but teams can bunch up. In an open hunt, teams scan markers in any order, which spreads people around the venue and reduces queues but loses narrative control. A hybrid works well: three or four anchor markers in order and a larger set of free markers between them.
Design the physical marker
The code itself is only part of the marker. A strong marker has:
- A QR large enough to scan from a comfortable distance. Test by scanning from the distance a person would stand.
- A clear border of empty space around the code, since crowded edges cause misreads.
- A short instruction line, such as “Scan with the event app”.
- A theme element so the marker looks part of the experience and does not read as a stray sticker.
- A durable material. Laminate paper, or use rigid board outdoors. Avoid glossy finishes that glare under spotlights.
Print more than you need. Cards get taken as souvenirs, damaged by rain or moved by housekeeping.
Place the markers
Place each marker at a height that suits adults and wheelchair users, around chest to waist height. Avoid reflective surfaces, direct sunlight and places where people queue for another service. Tell the venue’s staff about each location, and give security a copy of the sheet. A marker taped to a hotel wall without permission can disappear the night before.
Think about flow. Do not place two markers where a crowd would block a doorway. Space them so that a team walking in a group can reach each without crossing another team’s path.
Set scan limits and attempt rules
Scan limits are what keep the hunt fair. Typical settings: one scoring scan per marker per team or participant, a limit on attempts for question-based markers and a bonus for finishing all markers. Decide what happens when someone scans a marker twice. The simplest rule is that the second scan opens the clue again but awards nothing.
Test on real devices
Test every marker, on at least one Android and one iPhone, in the actual lighting. Check that the app opens the right content and that points post. Scan from a normal distance and from an angle. Ask someone who has not seen the hunt to try it. Note any that fail and replace them, rather than hoping they work on the day.
Prepare the help desk
Give the hunt desk a short guide for common problems: a code that will not scan, a marker that has been moved, a team that is stuck, a phone with no signal. Offer a manual code a team can enter if the scan fails. Staff should be able to unlock a clue for a team after verifying their progress, so that a damaged marker does not end their game.
During and after
During the hunt, watch the live standings and which markers are scanned least. If a marker is rarely scanned, check whether it is hidden or damaged. After the hunt, export the scan record. It shows the most and least popular locations, the average time between scans and how teams moved across the venue. This is useful data for planning the next one.
A launch-day setup timetable
Hunt logistics reward a fixed timetable. The following order avoids the common surprise of finding a marker missing ten minutes before the start.
- Walk the route with the marker sheet and a spare set of cards. Check each location against the sheet.
- Place the markers from the farthest point back to the start, so the last placed is the first scanned.
- Scan every marker once on a staff phone, noting any slow loads or errors.
- Photograph each placed marker and store the photo in a shared folder. If a marker is moved overnight, the photo shows where it belonged.
- Brief the venue staff once more and leave a copy of the sheet at the front desk.
- Remove any marker that is not part of the current hunt, such as an old poster from a previous event.
Run through this the evening before if the hunt starts early. Weather, housekeeping and curious guests are the three most common reasons for a missing marker.
Printing and materials checklist
| Item | Note |
|---|---|
| Marker cards | Print extras, at least a few per location in total |
| Laminate or rigid board | Needed outdoors and in humid venues |
| Adhesive | Use removable options that do not damage walls |
| Stands or clips | For markers on tables or railings |
| Spare power banks | For hunt desk phones |
| Printed map | A fallback for teams with low battery |
| Marker sheet | Held by the hunt desk and venue manager |
Check with the venue about what you may stick on walls, and who will remove the markers afterwards. Add that to the sheet, since a forgotten marker is a small but visible blemish on a well-run event.
Using the scan data afterwards
The recorded scans show who found what and when. Look for markers with unusually few scans, which may have been hidden or damaged, and markers with a sudden cluster, which may point to a shared answer. Compare the average time per marker to your expectations. If teams spent twice as long on one clue, it was probably too hard. Share a short summary with the sponsor: number of teams, markers found, completion rate and the fastest finishing time. Keep the marker sheet and the learnings, because the next hunt will start from this file and not from a blank page.
How Sociana handles this
Sociana’s treasure hunts with QR and AR record each scan with the time and the participant, with settings for step order, scan limits per marker and completion points. The wider QR attendance and activities engine uses the same idea of rules and recorded attempts, which is why a hunt and an attendance flow can share one identity. Organisers set the content, such as clues, questions and AR reveals, and the Sociana team loads it. Printing and placing the cards is a delivery task agreed with the client. Sociana runs QR and AR hunts; it does not run GPS-based outdoor missions.
The Jharokha Sangam in Jaipur used Jharokha cards hidden around the venue for an AR hunt called Lukka-Chippi, with once-only checkpoint scoring. Read the case study. Related hubs: cultural offsites and exhibitions. Glossary: QR scavenger hunt and image scan.
Frequently asked questions
How many markers is too many?
For a typical hunt of an hour, eight to twelve markers is plenty. More markers lengthen the hunt and make teams feel rushed. Fewer, better-designed markers beat a long chain.
What if a QR code stops scanning?
Keep a manual code at the hunt desk and brief staff to unlock the clue after verifying where the team is. Replace the damaged card quickly using your spare print run.
Can the same code be used by many teams?
Yes. A marker is shared by all teams; the scan limit applies per team or participant, so each gets scored once.
Can we use the hunt for a trade show floor?
Yes. Markers can sit at stalls or key points, and exhibitors can use them to draw footfall. Agree the rules and points with exhibitors beforehand.