City trip checklist: organise everything in the right order

A city trip runs smoothly when the practical details are settled before the group meets. Start with the participant list, invitations and registrations, then confirm dietary requirements, contact details, transport and bookings. In the final week, share the programme, check payments and tickets, and prepare maps, documents, food and day bags. On the day itself, use a clear meeting point, check off participants and keep tickets and emergency contacts easy to reach.

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
Check contact details
Arrange transport
Reserve dinner
Book activity
Plan the city route
Set the meeting point
Develop the day programme
Check the weather forecast
Share the program with participants
Check payments and tickets
Check the shopping list
Do the shopping
2 people
Print tickets and documents
Share emergency contacts
Pack backpacks and supplies
2 people
Chill drinks and snacks

Event

Set up the meeting point
2 people
Check off participants
2 people
Hand out tickets
Escort the outbound journey
2 people
Take group photo
Lead the city walk
2 people
Lead activity
2 people
Hand out drinks and snacks
2 people
Oversee dinner
2 people
Gather the group for the return trip
2 people
Escort the return trip
2 people
Check out the last participants

Aftercare

Collect waste
2 people
Clean reusable materials
2 people
Count remaining stock
Check lost and found items
Return materials
Collect expenses
Share photos with participants

What to bring

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

Travel supplies

Day backpacksqty 12
Luggage tagsqty 12
Printed ticketsqty 12
Printed city mapsqty 12
Route mapsqty 2
Pensqty 4
Notepadsqty 4
Power banksqty 4
Charging cablesqty 4
Umbrellasqty 4
Reflective vestsqty 2
Wristbandsqty 12
First aid kit
Hand sanitizerqty 4
Tissuesqty 12

Equipment

Mobile phonesqty 2
Phone holdersqty 2
Portable chargersqty 2

Catering

Coolersqty 2
Ice packsqty 8
Drink bottlesqty 12
Groceries

Tableware

Reusable cupsqty 16
Reusable cutlery setsqty 16
Reusable napkinsqty 24

Cleaning

Trash bagsqty 10
Reusable clothsqty 6
Collapsible trash binsqty 2

Tips

Set the meeting point at least 15 minutes before departure and share a precise address, landmark and emergency contact. This prevents delays when someone arrives at the wrong side of a station or square.
Confirm registrations and dietary requirements no later than 7 days before the trip. Use the final participant list when reserving dinner, planning transport and preparing food and drinks.
Finish the route and day programme at least 3 days beforehand. Allow time for the booked activity, dinner, walking between stops and a short buffer for delays.
Check payments, tickets and booking details 24 hours before leaving. Print the tickets and key documents as a backup, even when everyone normally relies on their phone.
Prepare day backpacks the evening before, including power banks, charging cables, maps, umbrellas, water, snacks and first-aid supplies. Chill drinks and pack shared items so the meeting point setup takes only a few minutes.

Frequently asked questions

How early should I start organising a city trip?: Start collecting participants and sending invitations at least 6 to 8 weeks before departure. This gives you time to process registrations, arrange transport, book dinner and reserve an activity.
When should I confirm the final number of people for a city trip?: Set the final participant count 7 days before the trip. Confirm dietary requirements and contact details at the same time, then use that number for bookings, tickets and shopping.
What should I check the day before a city trip?: Check the weather forecast, payments, tickets, transport details and the final programme 24 hours before departure. Pack documents, maps, power banks, snacks and drinks, and send the meeting point details again.
How much time should I allow for a city trip meeting point?: Set the meeting point 15 minutes before the planned departure time, or 30 minutes earlier if tickets need to be handed out. Check off each participant before the group leaves.

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.