City tour checklist: from route planning to departure

A city tour needs more than a route and a meeting point. You need time to test the walk, confirm attractions, manage registrations and pass dietary requirements to the restaurant before the group arrives. This checklist takes you from choosing the theme and route to registering participants, briefing guides and closing the day safely. It also covers the small details people often leave too late, such as printed maps, charged equipment, badges and a weather backup.

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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

Set the route and theme
2 people
Select attractions
2 people
Test the walking route
2 people
Set an alternative route
2 people
Confirm guides and supervisors
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Confirm registrations
Reserve restaurant
Pass dietary requirements on to the restaurant
Ask for permission for photo opportunity
Check departure point
2 people
Mark assembly points
2 people
Check the weather forecast
Print participant list
Print route maps
Sort badges and wristbands
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare participant packs
3 people
Set up the starting point
3 people
Test equipment
2 people
Brief the guides
3 people

Event

Register participants
3 people
Hand out badges
2 people
Give safety instructions
2 people
Take group photo
2 people
Lead the city tour
4 people
Count the group at stops
3 people
Hand out drinks and snacks
3 people
Refill drinks
2 people
Lead the restaurant visit
3 people
Check meal preferences
2 people
Lead the evening route
4 people
Do final count
3 people
Guide participants to the starting point
3 people

Aftercare

Dismantle the start area
3 people
Collect waste
2 people
Clean materials
2 people
Charge equipment
Return borrowed materials
2 people
Process expenses and invoices
Return lost and found items
Share photos with participants

What to bring

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

Furniture

Foldable tablesqty 2
Folding chairsqty 4
High tablesqty 2

Equipment

Portable speakerqty 2
Megaphoneqty 2
Walkie-talkiesqty 6
Power banksqty 6
Charging cablesqty 6
Phone holdersqty 4

Organization

Route mapsqty 40
Participant badgesqty 40
Lanyardsqty 40
Clipboardsqty 6
Ballpoint pensqty 12
Markersqty 6
Participant Listqty 4
Directional signsqty 8
Wristbandsqty 40

Catering

Coolersqty 3
Reusable cupsqty 40
Napkin holdersqty 4
Thermos flasksqty 4
Giveaway binsqty 6
Groceries

Tableware

Reusable platesqty 40
Reusable cutleryqty 40

Cleaning

Waste binsqty 4
Towelsqty 6

Safety

First aid kitqty 2
Reflective vestsqty 6
Flashlightsqty 6

Decorations

Welcome bannersqty 2
Balloon bundlesqty 4
Tableclothsqty 2

Tips

Test the full walking route before sending invitations, including the planned stops and restaurant. Record the walking time between points and keep an alternative route ready if a street, attraction or outdoor stop becomes unavailable.
Set a firm registration deadline before booking the restaurant. After that deadline, confirm the final participant count, dietary requirements and guide coverage so the restaurant and supervisors are working from the same information.
Check the departure point on site and mark the assembly points clearly. On the day, keep the participant list, route maps, badges and pens together at registration instead of distributing them across different tables.
Charge the portable speaker, megaphone, walkie-talkies and power banks before the event. Test them on the route, then brief guides on who leads, who stays at the back and how they contact each other if the group splits.
Check the weather forecast the day before and again on the morning of the tour. Prepare the planned alternative, keep drinks chilled, and place the first aid kit, reflective vests and flashlights where the guides can reach them quickly.

Frequently asked questions

How far in advance should I plan a city tour?: Start planning at least 4 to 6 weeks before the tour if you need attraction reservations, guides and a restaurant. Test the route and set the registration deadline early enough to give the restaurant a final headcount.
How do I organise registrations for a city tour?: Collect names, contact details and dietary requirements through one registration process. Send confirmation after checking each entry, then print the final participant list on the day before the tour.
How many guides do I need for a city tour?: Plan at least one lead guide and one person at the back for every moving group. For a larger group, add supervisors so no one is left behind at crossings, stops or the restaurant.
What should I prepare the day before a city tour?: Print the participant list and route maps, sort badges or wristbands, charge all equipment and pack the participant materials. Recheck the weather, departure point, restaurant details and alternative route before the morning briefing.

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