City walk checklist: what to arrange and when

A city walk needs more preparation than choosing a route and sending an invitation. You need a clear start and finish, accessible streets, planned breaks, reliable directions and a way to keep track of participants. Food, drinks and safety materials also need to be ready before the first people arrive. Use this checklist to organise the walk in stages, from setting the route to handing out name tags at the start.

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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 route and theme
2 people
Determine the start and finish
2 people
Check the route for accessibility
2 people
Select break locations
2 people
Reserve restaurant
Send invitations
Process registrations
Collect dietary requirements
Update participant list
Develop directions
2 people
Determine an alternative route
2 people
Check the weather forecast
Remind participants
Do the shopping
2 people
Print route maps
Prepare name labels
Collect emergency contacts
Chill drinks
2 people
Distribute snacks
2 people
Fill bags with supplies
2 people
Signpost the start point
2 people
Brief chaperones
3 people
Prepare attendance list

Event

Receive participants
3 people
Hand out name tags
2 people
Register attendance
Welcome and explain the route
Divide the group
3 people
Lead the city walk
4 people
Monitor route and pace
3 people
Take group photo
Distribute drinks
2 people
Serve snacks
2 people
Refill drinks
2 people
Count participants at stops
3 people
Escort dinner guests
3 people
Host the afterparty and drinks
2 people
Explain the finish and departure point

Aftercare

Collect waste
2 people
Pack up materials
2 people
Clean the starting area
2 people
Empty and clean coolers
Wash dishes
2 people
Return borrowed materials
Archive route maps
Process lost and found items

What to bring

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

Equipment

Mobile phonesqty 4
Power banksqty 4
Charging cablesqty 4
Portable megaphone
Phone tripodsqty 2

Lighting

Headlampsqty 6
Battery lanternsqty 2

Route guidance

Route mapsqty 40
Clipboardsqty 4
Pensqty 12
Directional signsqty 8
Barrier tapeqty 2
Waterproof route coversqty 40

Registration

Name labelsqty 40
Lanyardsqty 40
Attendance formsqty 4
Registration folder

Safety

First aid kit
Reflective vestsqty 6
Emergency contact cardsqty 40

Catering

Coolersqty 4
Thermos flasksqty 4
Reusable drinking cupsqty 40
Reusable coffee cupsqty 40
Napkin holdersqty 4
Snack traysqty 6
Serving tongsqty 4
Water jugsqty 4
Coffee filtersqty 100
Groceries

Cleaning

Litter pickerqty 2
Hand brush and dustpan
Cleaning bucket
Reusable cleaning clothsqty 6

Tips

Set the route and theme first, then confirm the start, finish and break locations before inviting anyone. Check the full route on foot, including accessibility, crossings and places where the group can stop without blocking the pavement.
Collect registrations and dietary requirements as they come in, then update the participant list before the final reminder. Keep emergency contact details with the attendance forms rather than relying only on participants’ phones.
Prepare directions in two formats: printed route maps for participants and a clearly marked alternative route for disruptions or access problems. Waterproof the maps and bring directional signs, clipboards and pens for the start point.
Check the weather forecast several times: once during the week before the walk and again on the morning itself. Charge phones and power banks, and decide in advance whether headlamps, lanterns or extra route signs are needed.
Plan the start-point handover so one person receives participants while another checks attendance and distributes name tags. Chill drinks, pack snacks and fill supply bags before the briefing, not while the group is waiting.

Frequently asked questions

How far in advance should I organise a city walk?: Start planning the route and theme at least 4 weeks before the walk. Reserve the restaurant and send invitations once the start, finish and break locations are confirmed.
When should I send the city walk reminder?: Send the main reminder 2 to 3 days before the walk, including the meeting time, start point, route information and what participants should bring. Check the weather again on the morning of the event.
How many drinks and snacks do I need for a city walk?: For the first hour, allow 2 to 3 drinks per person if drinks are served at the start, then add water for the planned breaks. Pack at least 1 snack portion per participant and include dietary requirements in the final quantity check.
What should I bring for safety on a city walk?: Bring a first aid kit, emergency contact cards and charged phones with power banks. For a walk in low light, add reflective vests, headlamps or battery lanterns, and prepare an alternative route before participants arrive.

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.