Bulb Field Tour Checklist

A bulb field tour needs more than a date and a walking route. You need to secure the starting location, check permits and insurance, brief volunteers, and make the route easy to follow in changing weather or low light. This checklist puts the work in a sensible order, from recording the route and opening registration to printing maps, preparing signs and buying catering supplies. Use it to avoid last-minute gaps in safety, communication and route logistics.

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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

Record date and route
2 people
Reserve starting location
Check permits
Inform route owners
2 people
Check insurance
Publish registration form
Send invitations
2 people
Publish directions
Process registrations
2 people
Collect dietary requirements
Approach volunteers
2 people
Assign traffic marshals
Record emergency contact
Walk the full route
3 people
Determine rest stops
2 people
Set an alternative route
2 people
Update participant list
Have route maps printed
Make arrows and signs
3 people
Prepare the volunteers briefing
Calculate catering quantities
2 people
Check the shopping list
2 people
Do the shopping
3 people
Collect materials
2 people
Sort route maps
2 people
Assemble starter packs
4 people
Chill drinks
2 people
Prepare snacks
3 people
Check the weather forecast
Send participants the weather forecast

Event

Open the starting location
2 people
Mark out the route
5 people
Set up rest areas
4 people
Set up tables and chairs
4 people
Set up the reception desk
2 people
Set up catering
3 people
Test lighting and power
2 people
Brief volunteers
2 people
Staff the registration desk
3 people
Receive participants
4 people
Give the start briefing
2 people
Let walkers depart
3 people
Staff route checkpoint
6 people
Monitor traffic points
4 people
Restock water points
3 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Check on those staying behind
2 people
Remove directional signs
4 people
Record the finish
2 people
Provide the closing reception
3 people
See participants off
2 people

Aftercare

Clear the venue
5 people
Wash dishes
3 people
Collect waste
3 people
Clean the starting location
3 people
Return materials
2 people
Return borrowed items
2 people
Check the route for litter
3 people
Inform route owners
Process lost and found items
Thank participants
Archive registration details

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 30
Beer tablesqty 4
Tablecloth racksqty 2

Route and safety

Route arrowsqty 80
Directional signsqty 30
Barrier tapeqty 6
High-visibility vestsqty 12
Flashlightsqty 8
First aid kitsqty 2
Emergency blanketsqty 6
Walkie-talkiesqty 8
Power banksqty 6

Equipment

Mobile card terminalsqty 2
Extension cordsqty 4
Power stripsqty 4
Cable reelsqty 2

Lighting

LED lampsqty 8
Light Stripsqty 4

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 120
Knivesqty 120
Forksqty 120
Spoonsqty 100
Serving spoonsqty 8

Kitchen

Coolersqty 8
Thermos flasksqty 8
Coffee machinesqty 3
Kettlesqty 2
Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 12
Serving traysqty 6
Ice containersqty 4

Decorations

Buntingqty 6
Welcome bannersqty 2
Table décorqty 8

Registration

Clipboardsqty 6
Pensqty 30
Number stickersqty 150
Route mapsqty 150
Wristbandsqty 150
Sign holdersqty 30
Cash box

Cleaning

Waste binsqty 10
Hand broomsqty 3
Litter pickersqty 4
Bucketsqty 4
Mopsqty 3
Cleaning clothsqty 20
Hand soap dispensersqty 4

Catering

Groceries

Tips

Walk the complete route before publishing it, then record rest stops and prepare an alternative route. Allow time to check crossings, narrow sections and places where arrows or signs may be missed.
Confirm permits, insurance and permission from route owners before sending invitations. A simple route change can affect all three, so keep the final route in one shared record.
Assign traffic marshals and brief volunteers before the tour day. Give them high-visibility vests, walkie-talkies and emergency contacts; do not assume everyone knows where to stand or whom to call.
Print route maps and sort them before participants arrive. Prepare arrows, directional signs and barrier tape in separate bundles so volunteers can place them quickly along the route.
Calculate catering for the confirmed participant list, including dietary requirements, before shopping. Check that coffee machines, thermos flasks, coolers, reusable cups and serving utensils are available and that power needs are covered.

Frequently asked questions

How far in advance should I plan a bulb field tour?: Start at least 6 to 8 weeks before the tour. Record the date and route first, then allow time for permits, insurance, route-owner notifications, registration, volunteers and printed materials.
How do I prepare a route for a bulb field tour?: Walk the full route once before publishing it and record rest stops, crossings and difficult sections. Set an alternative route and prepare maps, arrows and directional signs at least 1 week before the event.
How many volunteers do I need for a bulb field tour?: Base the number on the route and participant count, but assign specific people to registration, traffic points, route guidance and emergencies. Confirm assignments and hold the volunteer briefing no later than 2 to 3 days beforehand.
When should I buy supplies for a bulb field tour?: Check the shopping list after registrations and dietary requirements are processed, then shop 2 to 3 days before the tour. Collect route and safety materials earlier so signs, maps, vests and first aid kits can be checked before 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.