Company walk checklist: everything to arrange

A company walk needs more than a good route and a date. You need to confirm the starting point and final venue, collect participant and dietary details, and prepare clear directions before the day itself. This checklist also covers group division, route marking, first aid, communication equipment, lunch and the final setup. Work through it in order so late registrations, bad weather and missing supplies do not disrupt the walk.

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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 date and program
2 people
Select walking route
2 people
Check route in advance
2 people
Reserve starting location
Reserve final venue
Send invitations
Process registrations
Collect dietary requirements
Collect emergency contacts
Finalize the participant list
Check the weather forecast
Confirm alternative program
2 people
Share route directions
Share parking information
Do the shopping
2 people
Print route maps
Prepare name badges
Divide participants into groups
2 people
Check first aid kit
Charge walkie-talkies
Chill drinks
2 people
Fill coolers
2 people
Pack lunch and snacks
2 people
Prepare the buffet
3 people
Set up tables and chairs
3 people
Set up the reception table
2 people
Place route arrows
2 people
Test music and lighting

Event

Staff registration
2 people
Greet participants
2 people
Hand out name badges
Serve coffee and tea
2 people
Give welcome briefing
Give safety instructions
Guide groups to the starting point
3 people
Lead the front group
2 people
Guide the rear group
2 people
Stock the rest area
2 people
Count participants and route
2 people
Take photos
Register return
2 people
Serve drinks and fruit
3 people
Set up buffet
3 people
Serve the buffet
3 people
Refill drinks
2 people
Collect tableware
2 people
See off guests and manage departure
2 people

Aftercare

Remove route arrows
2 people
Pack leftovers
2 people
Sort and dispose of waste
2 people
Wash dishes
2 people
Clear tables and chairs
3 people
Clean the venue
3 people
Check and store materials
2 people
Return borrowed materials
2 people
Share photos with participants
Handle lost and found

What to bring

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

Furniture

Foldable tablesqty 6
Chairsqty 45
Buffet tablesqty 3
Party tentqty 2
Clothing rack

Tableware

Reusable drinking glassesqty 60
Platesqty 60
Cutlery setsqty 60
Coffee cupsqty 45
Serving plattersqty 12
Serving tongsqty 8

Equipment

Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Portable speaker
Power banksqty 3
Walkie-talkiesqty 4
Extension cordsqty 2

Safety

First aid bag
Safety vestsqty 6
Flashlightsqty 4

Walking gear

Route mapsqty 50
Compassqty 3
Route arrowsqty 25
Conesqty 12
Backpacksqty 4

Decorations

Name badgesqty 50
Badge holdersqty 50
Tableclothsqty 6
Directional signsqty 4

Lighting

LED lampsqty 6

Cleaning

Waste binsqty 4
Washing-up tubsqty 2

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Kitchen knivesqty 3
Cooling matsqty 8

Catering

Groceries

Tips

Check the route in person before sending invitations. Allow time to verify crossings, rest points, parking and the exact walking time rather than relying only on a map.
Set a registration deadline at least 7 days before the walk. Use the final list to divide participants into groups, prepare name badges and confirm dietary requirements and emergency contacts.
Check the weather forecast 48 hours before the event and confirm the alternative program at the same time. Share any change with participants before they travel to the starting location.
Prepare safety and navigation equipment the day before. Charge the walkie-talkies, check the first aid bag, print route maps and place route arrows, cones or directional signs where groups could take a wrong turn.
Plan food and drinks by service time, not just by headcount. Chill drinks, fill the coolers and pack lunch and snacks before departure, then set up buffet tables, tables and chairs at the final venue.

Frequently asked questions

How far in advance should I plan a company walk?: Set the date, route and venues at least 6 to 8 weeks ahead, especially if the walk ends at a reserved location. Send invitations once those details are confirmed, then close registrations about 7 days before the event.
What should I include in a company walk invitation?: Include the date, start time, meeting point, route length, expected finish time, parking information and what participants should wear or bring. Ask for dietary requirements, emergency contacts and registration responses by a stated deadline, ideally 7 days before the walk.
How many walkie-talkies do we need for a company walk?: Plan at least one charged walkie-talkie for the lead organiser, the rear group leader and each additional group leader. For example, four walking groups require at least 6 units if you also want one spare and one person at the final venue.
What do I do if the weather is bad on the day of the company walk?: Make the decision using the forecast 24 to 48 hours beforehand and confirm the alternative program before participants leave home. Keep the starting location and final venue informed, then send one clear update with the revised times and instructions.

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.