Club walk checklist: what to arrange and when

A club walk needs more preparation than marking a route and asking people to turn up. You need a confirmed route, start and finish points, rest stops, registration materials and a clear safety plan. This checklist takes you from choosing the date and route to briefing volunteers and welcoming participants. It also covers the details that are often left too late, such as dietary requirements, route alternatives, chilled drinks, soup and bread, and checking equipment before 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

Record date and route
2 people
Reserve the start and finish locations
Check the walking route
2 people
Determine an alternative route
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Send directions
Assign volunteers
2 people
Mark Rest Stops
2 people
Check the weather forecast
Create final participant list
Do the shopping
3 people
Print route maps
2 people
Lay out wristbands and numbers
2 people
Check first aid and safety supplies
2 people
Chill drinks
2 people
Prepare soup and bread
3 people
Set up tables and chairs
4 people
Set up the coffee and tea station
2 people
Set up the registration table
2 people
Place route arrows
3 people
Stock the rest stops
3 people
Prepare the opening briefing

Event

Register participants
3 people
Give the start briefing
2 people
Guide walkers
4 people
Guide those staying behind
2 people
Staff rest points
3 people
Distribute water and fruit
3 people
Welcome participants at the finish
3 people
Serve soup and bread
4 people
Refill drinks
2 people
Serve coffee and tea
2 people
Provide first aid
2 people
Register lost property

Aftercare

Remove route arrows
3 people
Clear tables and chairs
4 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
3 people
Inventory materials
2 people
Return borrowed materials
2 people
Thank participants
Handle lost and found

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 30
Registration desk
Tableclothsqty 6
Party tentqty 2

Tableware

Reusable cupsqty 80
Soup bowlsqty 60
Platesqty 60
Cutlery setsqty 60
Coffee cupsqty 50
Thermos flasksqty 6

Equipment

Kettlesqty 2
Soup warmersqty 3
Coolersqty 4
Walkie-talkiesqty 6

Sports equipment

Route mapsqty 70
Route arrowsqty 40
Conesqty 12
Wristbandsqty 70
Stopwatchesqty 3
Backpacksqty 4

Safety

First aid kitsqty 3
Safety vestsqty 10
Flashlightsqty 6
Emergency blanketsqty 6

Decorations

Start sign
Finish sign
Directional signsqty 12

Cleaning

Waste binsqty 6

Catering

Groceries

Tips

Check the walking route in person and record an alternative before sending invitations. Note distances between rest stops, difficult sections and places where route arrows or cones may be needed.
Set a registration deadline at least 7 days before the walk. Use the final participant list to plan wristbands, route maps, drinks, soup, bread, cups and dietary options instead of estimating on the morning itself.
Prepare the start area at least 90 minutes before registration opens. Set up the registration desk, tables, chairs, signs, wristbands and route materials so volunteers are not still unpacking when walkers arrive.
Assign volunteers to specific jobs and give them walkie-talkies or a clear contact plan. Cover registration, route marking, rest stops, the finish area and anyone responsible for responding to a first-aid or weather issue.
Check the weather forecast 24 hours before the event and again on the morning. Put safety vests, first aid kits, torches and emergency blankets where volunteers can reach them quickly, and tell participants about any route change in the opening briefing.

Frequently asked questions

How far in advance should I organise a club walk?: Start planning at least 6 to 8 weeks before the walk. Confirm the date, route and start and finish locations first, then send invitations and set a registration deadline about 7 days before the event.
How many rest stops should a club walk have?: Plan a rest stop roughly every 5 to 8 kilometres, adjusting for hills, pace and the age of participants. Check each stop in advance and arrange drinks, cups and any food before the final week.
When should I prepare the food and drinks for a club walk?: Buy supplies after registrations close, usually 5 to 7 days before the walk. Chill drinks the day before, and prepare soup and bread close enough to serving time that they remain warm and fresh.
What safety equipment do I need for a club walk?: Keep at least one first aid kit at the start or finish and ensure route volunteers have access to safety vests, torches and emergency blankets. Check all equipment 1 to 2 days before the walk and include the emergency procedure in the volunteer briefing.

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.