Ascension Day walk checklist

Use this checklist to organise an Ascension Day walk from the first route check to closing the starting location. You’ll find the key planning steps in order, including permits, registrations, dietary requirements, volunteer roles, route signs and first aid. Plan a backup route early, check the route again shortly before the walk, and prepare participant information and starter packs before event day. The checklist also covers drinks, coffee service, maps, communication and site setup.

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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

Determine the walking route
2 people
Scout the route in advance
2 people
Set an alternative route
2 people
Reserve starting location
Mark Rest Stops
2 people
Check permits
Send invitations
Process registrations
Collect dietary requirements
Send participant information
Assign volunteers
2 people
Check the weather forecast
Check the route again
2 people
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Print route maps
Print participant list
Assemble starter packs
3 people
Collect materials
3 people
Prepare route signs
2 people
Check first aid supplies
Exchange phone numbers
2 people

Event

Open the starting location
2 people
Inspect the grounds
2 people
Build party tents
4 people
Set up tables and chairs
3 people
Set up the registration table
2 people
Set up the catering table
3 people
Prepare coffee and tea
2 people
Set out snacks
3 people
Place route signs
4 people
Stock the rest area
3 people
Check toilets
Staff the registration desk
2 people
Register participants
2 people
Hand out starter packs
2 people
Give welcome briefing
Start the walkers
2 people
Check route and rest stop
2 people
Staff the quiet area
3 people
Refill drinks
2 people
Refill snacks
2 people
Register arriving walkers
2 people
Refill coffee and tea
2 people
Collect lost property
Receive the last walkers
2 people
Remove directional signs
4 people

Aftercare

Clean up catering
3 people
Collect waste
3 people
Wash dishes
2 people
Clear tables and chairs
3 people
Take down party tents
4 people
Clean the venue
3 people
Return materials
2 people
Empty coolers
2 people
Store leftover food
2 people
Clear away route maps
Handle lost and found

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 40
High tablesqty 4
Clothes racksqty 2

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Coffee spoonsqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Cutting boardsqty 4
Bread knivesqty 4
Pliersqty 6
Measuring cupsqty 4
Washing-up basinsqty 8

Signage

Directional signsqty 35
Arrowsqty 25
High table signsqty 8
Route mapsqty 150
Chalkboardsqty 4

Equipment

Walkie-talkiesqty 6
Power banksqty 4
Extension cordsqty 4
Power stripsqty 4

Safety

First aid kitsqty 2
Safety vestsqty 12
Flashlightsqty 8
Rain ponchosqty 20
Hand sanitizer pumpsqty 6

Lighting

LED lampsqty 8
String lightsqty 4

Cleaning

Waste binsqty 8
Dustpan and brushqty 2
Litter pickersqty 3
Bucketsqty 4

Catering

Groceries

Tips

Scout the walking route before inviting people and record an alternative route at the same time. A second option is useful if weather, roadworks or access restrictions affect the main route.
Send participant information after registrations are processed and include the route, meeting point, timing, what to wear and a contact number. Collect dietary requirements before buying food and drinks.
Assign volunteers to specific jobs rather than keeping one general list. Cover the starting location, rest stops, route signs, participant check-in and first aid, then exchange phone numbers before the walk.
Check the weather forecast twice: once during the final planning stage and again shortly before departure. Use the second check to confirm clothing advice, rest-stop arrangements and whether the alternative route is needed.
Prepare route maps, directional signs, arrows and starter packs before opening the starting location. Pack power banks, walkie-talkies and first aid kits with the responsible volunteers instead of leaving them at one central table.

Frequently asked questions

How far in advance should I organise an Ascension Day walk?: Start at least 6 to 8 weeks ahead if you need a starting location, permits and registrations. Scout the route and set an alternative route during the first 2 weeks, then send participant information after registration closes.
When should I check the route for an Ascension Day walk?: Scout it once during planning and check it again 1 to 3 days before the walk. Confirm signs, rest stops, access and any changes that could require the alternative route.
How many volunteers do I need for an Ascension Day walk?: Assign at least one volunteer to registration and the starting location, one to each rest stop, and a separate person for route communication and first aid. Add extra volunteers when the group is large or the route has several crossings.
What should I prepare the day before an Ascension Day walk?: Print route maps and the participant list, assemble starter packs, prepare route signs, chill drinks and check first aid supplies. Also charge walkie-talkies and power banks and confirm volunteer phone numbers before event day.

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