Charity walk checklist: what to arrange and when

A charity walk needs more than a marked route and a registration table. You have to secure the starting location, plan both the 20 km and 40 km routes, check permissions and organise support for participants on the day. This checklist covers the practical sequence, from registration and donations to route signage, refreshments, safety equipment and final setup. Start early with anything that depends on permits, suppliers or participant numbers.

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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

Reserve starting location
Set the 40 kilometer route
2 people
Set the 20 kilometer route
2 people
Check the route for safety
2 people
Check permits
Reserve bicycle parking
Publish registration form
Send invitations
2 people
Distribute promotional posters
2 people
Process registrations
2 people
Collect dietary requirements
Set up the donation system
2 people
Share route files
Print participant list
Print route maps
Prepare race numbers
2 people
Sort wristbands
Inspect bicycles
3 people
Do the shopping
3 people
Bundle route arrows
2 people
Test vests and walkie-talkies
2 people
Fill coolers
2 people
Build the start arch
3 people
Set up registration tables
3 people
Set up tables for catering
3 people
Set up the donation point
2 people
Place route arrows
4 people
Place warning signs
2 people
Set up a rest area
3 people
Prepare first aid supplies
2 people
Prepare snacks
4 people
Set out coffee and tea
2 people

Event

Receive participants
4 people
Register participants
3 people
Hand out race numbers
2 people
Explain the route and safety rules
2 people
Register donations
2 people
Let participants leave
3 people
Staff the rest area
3 people
Refill drinks
2 people
Restock fruit and snacks
2 people
Staff route checkpoint
4 people
Report traffic situations
4 people
Guide those staying behind
2 people
Assist with bike repairs
2 people
Welcome participants back
3 people
Keep track of finish times
2 people
Serve the meal
4 people
Serve drinks
2 people
Secure donation proceeds
2 people
Give a thank-you speech

Aftercare

Remove route arrows
4 people
Collect materials
4 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
4 people
Dismantle furniture
4 people
Count the donation amount
2 people
Transfer Proceeds
Thank participants
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 24
Bar stoolsqty 4
Bicycle racksqty 6

Tableware

Reusable cupsqty 150
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 80

Kitchen

Coolersqty 6
Thermos flasksqty 6
Serving spoonsqty 8
Cutting boardsqty 4
Bread knivesqty 4

Equipment

Kettlesqty 3
Coffee machinesqty 2
Mobile chargersqty 6
Walkie-talkiesqty 8
Megaphonesqty 2

Sports equipment

Bike helmetsqty 6
Spare bicyclesqty 2
Bike pumpsqty 6
Bike tool kitsqty 4
Inner tubesqty 12
Inner tubesqty 4
Tire leversqty 12
Bicycle light setsqty 8
Safety vestsqty 16
Bib numbersqty 120
Wristbandsqty 120
Route arrowsqty 80
Route signsqty 20
Crowd control barriersqty 10
Traffic conesqty 20
Tape for direction arrowsqty 8
Cable tiesqty 200
Chalkqty 6

Safety

First aid kitsqty 2
Emergency blanketsqty 12
Disposable glovesqty 2
Flashlightsqty 6

Decorations

Bannersqty 4
Balloonsqty 100
Buntingqty 6
Directional signsqty 12

Lighting

LED light stringsqty 6
LED lampsqty 8

Catering

Food warmersqty 4
Serving traysqty 8
Drinking water containersqty 4
Serving jugsqty 6
Donation boxesqty 2
Cash box
Payment terminal
Menusqty 12
Name stickersqty 150
Pensqty 30
Clipboardsqty 8
Groceries

Cleaning

Waste binsqty 8
Mopsqty 4
Bucketsqty 4
Hand broomsqty 3
Dustpan and brushqty 3
Microfiber clothsqty 20

Tips

Set the route and permissions first. Finalise the 20 km and 40 km routes, inspect them for hazards, check permit requirements and share the route files only after the course has been confirmed.
Open registration early enough to collect useful information. Record dietary requirements, process registrations regularly and print the participant list, bib numbers and wristbands close to the event once numbers are stable.
Test communication and safety equipment before event day. Check every walkie-talkie, megaphone, safety vest and bicycle light set, and charge mobile devices before volunteers arrive.
Prepare route materials in bundles rather than loose piles. Group route arrows by section and keep printed maps, spare bicycles, pumps, tool kits, inner tubes and tire levers with the support team responsible for that section.
Build the event site in a fixed order: tents and tables first, then registration and catering areas, bicycle racks, the start arch and filled coolers. Set up coffee machines, kettles and thermos flasks only after the power and serving layout are ready.

Frequently asked questions

How far in advance should I organise a charity walk?: Start planning at least 8 to 12 weeks before the walk. Route checks, permits, registration, donation setup and volunteer coordination need to be completed before you can confirm the final participant information.
How many charity walk routes should I offer?: This plan uses two routes: a 20 km option and a 40 km option. Check both routes for safety separately, prepare maps and arrows for each one, and share the correct route file with participants.
When should I print the participant list and bib numbers?: Print them 2 to 5 days before the event, after registrations and cancellations have been processed. Keep a small number of blank or spare bib numbers available for last-minute changes.
What equipment should a charity walk support team carry?: Give each support point communication and repair equipment suited to its section, including a walkie-talkie, safety vest, bike pump, tool kit, spare inner tubes and tire levers. Test the equipment at least 1 day before the walk.

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.