Breast Cancer Walk Checklist

A breast cancer walk needs more than a route and a registration form. You need time to check accessibility, arrange traffic points, brief volunteers and prepare information for participants. This checklist covers the practical order: confirm the route and safety plan first, then open registration, assign people to checkpoints and prepare the start and finish areas. It also helps you avoid late jobs such as printing maps, sorting bib numbers and checking the weather forecast.

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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 routes and distances
2 people
Set start and finish locations
2 people
Check the route for accessibility
2 people
Develop route with alternative loop
2 people
Submit the required notifications
Determine traffic points and crossings
2 people
Create safety instructions for volunteers
2 people
Publish registration form
Send invitations
2 people
Create the route map and information sheet
2 people
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Assign volunteer tasks
2 people
Assign route checkpoints
2 people
Record first aid contacts
Calculate catering quantities
2 people
Confirm reservations
Have printed materials made
Collect breast cancer info materials
2 people
Prepare donation boxes
2 people
Sort wristbands and bib numbers
2 people
Prepare route signs
2 people
Check the weather forecast
Send participant information
2 people
Print the final participant list
Do the shopping
3 people
Fill coolers
2 people
Setting up shelf-stable catering
2 people
Check the route in advance
3 people
Collect keys and materials
2 people

Event

Open venue
2 people
Set up tables and chairs
4 people
Build party tents
4 people
Set up registration desk
2 people
Prepare route maps
2 people
Place route arrows and ribbons
4 people
Set up rest areas
4 people
Set up info booth
2 people
Set up donation points
2 people
Prepare coffee and tea
3 people
Set out snacks and fruit
3 people
Chill drinks
2 people
Brief volunteers
2 people
Open registration
4 people
Hand out race numbers
3 people
Receive participants
4 people
Deliver the welcome speech
2 people
Give walking instructions
2 people
Have walkers start in groups
4 people
Staff route checkpoints
8 people
Supervise crossings
4 people
Stock the rest stops
3 people
Refill drinks
3 people
Register incoming walkers
3 people
Hand out finish wristbands
2 people
Serve snacks and fruit
3 people
Staff the info desk
2 people
Register donations
2 people
Serve coffee and tea
2 people
Check the finish route
2 people
Guide the last walkers
2 people
Handle thank-you moment
2 people
Cover leftover catering
2 people
Remove route arrows and ribbons
4 people
Seal donation boxes securely
2 people

Aftercare

Collect tableware
3 people
Collect waste
4 people
Wipe down tables and chairs
3 people
Clean the venue
4 people
Take down party tents
4 people
Check materials
2 people
Return materials
2 people
Clean coolers and tableware
2 people
Sort and store leftovers
2 people
Dispose of non-reusable materials
2 people
Transfer the donation proceeds
2 people
Handle lost and found
Send thank-you message
2 people
Destroy printed materials and route maps

What to bring

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

Furniture

Party tentqty 2
Folding tableqty 8
Folding chairqty 30
Registration deskqty 2
Waste binqty 6

Tableware

Reusable cupqty 150
Reusable plateqty 130
Reusable forkqty 130
Reusable knifeqty 130
Coffee cupqty 100
Tea glassqty 100
Serving trayqty 10

Decorations

Pink buntingqty 6
Pink balloonsqty 100
Pink ribbonqty 10
Table runnerqty 8
Welcome signqty 2
Information standqty 2

Equipment

Laptopqty 2
Printer
Mobile phoneqty 6
Power bankqty 6
Extension cordqty 3
Power stripqty 3
Portable speaker
Microphone
Megaphoneqty 2

Sports equipment

Route arrowqty 35
Barrier tapeqty 8
Traffic coneqty 20
Cool boxqty 6
Water jugqty 6
First aid kitqty 2
Safety vestqty 20
Bib holderqty 4

Lighting

LED lampqty 8
Flashlightqty 8
Reflective armbandqty 120

Cleaning

Cleaning bucketqty 3
Floor squeegeeqty 2
Broomqty 3
Dustpan and brushqty 3

Catering

Coffee makerqty 2
Thermosqty 8
Kettleqty 2
Beverage crateqty 8
Pitcherqty 8
Cooling packqty 24
Donation boxqty 3
Cash box
Groceries

Office

Route mapsqty 150
Participant Listqty 4
Bib numberqty 150
Wristbandqty 150
Ballpoint penqty 20
Markerqty 12
Tapeqty 8
Cable tieqty 200
Clipboardqty 12
Info brochureqty 150
Volunteer instructionsqty 30

Tips

Confirm the route before opening registration. Check distances, accessibility and an alternative loop, then mark crossings and traffic points so the route map matches the plan.
Set a firm deadline for participant information, dietary requirements and emergency contacts. Send the final route, start details and safety instructions at least 3–5 days before the walk.
Assign every checkpoint to a named volunteer, not just a general team. Give volunteers written instructions and record first-aid contacts before the event day.
Prepare the start and finish area in one batch. Put the registration desk, welcome sign, information stand, wristbands and bib numbers together, and check the laptop, printer, phone and power banks before setup.
Count catering after registrations close, allowing for dietary requirements and the event schedule. Set out reusable cups, plates and cutlery, and place waste bins where participants actually stop.

Frequently asked questions

How far in advance should I organise a breast cancer walk?: Start planning at least 8–12 weeks before the walk. Use the first weeks for the route, accessibility checks, notifications and volunteer recruitment; open registration only after the main route and safety arrangements are confirmed.
How many volunteers do I need for a breast cancer walk?: Plan at least 1 volunteer for registration, 1 for each route checkpoint and extra people for the start, finish and catering areas. Final numbers depend on the route, crossings and attendance, so assign names to every position at least 2 weeks ahead.
When should I send breast cancer walk information to participants?: Send the first confirmation when someone registers and the complete participant information 3–5 days before the walk. Include the route map, start and finish locations, accessibility details, timing, what to bring and who to contact on the day.
What should I prepare the day before a breast cancer walk?: Print the route maps and information sheets, sort wristbands and bib numbers, pack route arrows and traffic cones, and charge the phone, speaker, microphone and megaphone. Also check the weather forecast and confirm volunteer arrival times before the final setup.

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.