Cave Tour Checklist and Planning Guide

A cave tour needs more planning than booking a time slot. You need a complete participant list, dietary and emergency information, confirmed tickets and a reliable plan for transport and parking. Work through the arrangements in stages, then check the route, weather and equipment before departure. On the day, keep the group together with clear assignments, a prepared meeting point and a final attendance check before entering the cave.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Create the participant list
Send invitations
Process registrations
Collect dietary requirements
Collect emergency contacts
Reserve admission tickets
Confirm guide and tour
Reserve transport and parking
Check the route to the cave
Check the weather forecast
Send participant information
Confirm departure times
Create group assignments
Do the catering shopping
2 people
Check shelf life of supplies
Prepare sandwiches and snacks
3 people
Chill drinks
2 people
Check helmets and lamps
2 people
Charge batteries and power banks
Restock the first aid kit
Pack backpacks with supplies
3 people
Inform participants again
Load transport and equipment
3 people
Prepare the meeting point
2 people

Event

Register attendance
2 people
Bring emergency contacts and the diet list
Give the safety briefing
2 people
Hand out helmets and lamps
3 people
Explain the group division
Travel to the cave
4 people
Check route and access
2 people
Guide the group through the cave
4 people
Count group members at rest stops
2 people
Hand out drinks and snacks
3 people
Refill drinks
2 people
Collect helmets and lamps
3 people
Guide the group back to the starting point
4 people
Serve dinner and drinks
4 people
Check attendance before departure
2 people
Escort the return trip
4 people

Aftercare

Collect trash and food scraps
2 people
Unload materials
3 people
Clean helmets and lamps
2 people
Dry used materials
2 people
Clean tableware and coolers
2 people
Set damaged equipment aside
Return rental equipment
2 people
Store leftover groceries
Take waste to the collection point

What to bring

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

Safety

Helmetsqty 24
Reflective vestsqty 6
Work glovesqty 24
Waterproof ponchosqty 24
First aid kitsqty 2
Blanketsqty 4
Whistlesqty 6

Lighting

Headlampsqty 24
Spare headlampsqty 3

Equipment

AA batteriesqty 48
Power banksqty 4
Charging cablesqty 4

Navigation

Route mapsqty 6

Communication

Walkie-talkiesqty 4

Bags

Waterproof backpack coversqty 24
Waterproof storage bagsqty 8

Furniture

Foldable tablesqty 2
Folding chairsqty 12

Catering

Coolersqty 3
Thermos flasksqty 3

Tableware

Reusable cupsqty 30
Reusable platesqty 30
Reusable cutleryqty 30

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 3
Foldable jerrycansqty 3

Cleaning

Waste binsqty 3
Cleaning clothsqty 12
Dish brushesqty 3

Groceries

Groceries

Tips

Close registrations early enough to confirm admission tickets, transport and group sizes. Collect dietary requirements and emergency contacts at the same time, rather than chasing this information on departure day.
Check the cave route and weather forecast at least 24 hours before the tour, then send the departure time, meeting point, clothing guidance and any route changes to every participant.
Test every helmet and headlamp before packing. Charge power banks, pack spare headlamps and AA batteries, and do not assume that equipment which worked on the previous trip is ready to use.
Prepare sandwiches and snacks after checking shelf life, and chill drinks before loading the coolers. Pack food, cups and waste supplies separately from damp or muddy safety equipment.
Keep the final loading and attendance check visible to one person. Load backpacks, first aid kits, maps and communication equipment first, then confirm the participant list before transport leaves.

Frequently asked questions

How far in advance should I book a cave tour?: Book admission tickets and confirm the guide as soon as you know the expected group size. Aim to have registrations closed at least 7 days before departure so you can arrange transport, catering and group assignments.
What should I check the day before a cave tour?: Check the weather forecast and route, confirm the departure time and meeting point, and verify that tickets and transport are still confirmed. Also test helmets and lamps, charge batteries and power banks, and send the final information at least 24 hours ahead.
How much food and drink do I need for a cave tour?: Plan one sandwich or equivalent meal per participant, plus one snack and a drink for the tour period. Add around 10% extra portions for delays or damaged food, and keep chilled drinks in coolers until departure.
When should participants receive the final cave tour information?: Send the final message 24 hours before departure, with the meeting point, departure time, route details, clothing instructions and emergency contact procedure. Send a short reminder again on the morning of the tour if the group is large or transport is shared.

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.