Death March checklist: what to arrange and when

A Death March needs more than a route and a start time. You have to confirm participant details, emergency contacts and dietary requirements, then arrange transport, parking and overnight accommodation before the event gets close. The final days are about weather checks, food, water, clothing, charging equipment and setting up the care station. Use this checklist to keep the practical work in sequence and avoid last-minute gaps at the start or along the route.

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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

Invite participants
Process registrations
Check participant details
Collect emergency contacts
Collect dietary requirements
Check start numbers
2 people
Reserve transport to the start
Reserve parking spaces
Reserve overnight accommodation
Review the route and supplies
2 people
Check the weather forecast
Send participant letter
Share emergency numbers
Do the shopping
2 people
Collect materials
2 people
Clean water bottles
2 people
Portion the food
3 people
Fill supply crates
3 people
Lay out clothing and spare clothing
2 people
Charge mobile phones
2 people
Check the starting location
2 people
Signpost parking area
2 people
Set up the care station
4 people
Set up party tents
4 people
Set up tables and chairs
3 people
Connect lighting
2 people
Fill coolers
2 people
Set up the food and drink area
3 people
Place waste bins
2 people

Event

Receive participants
3 people
Hand out race bibs
2 people
Provide start information
2 people
Take start photos
Depart for the aid station
4 people
Serve hot drinks
2 people
Refill drinks
2 people
Hand out fruit and snacks
2 people
Check supplies
Register walkers
2 people
Serve coffee and tea
2 people
Serve hot soup
2 people
Restock drinks and snacks
2 people
Provide foot care
2 people
Keep rest areas tidy
2 people
Guide tired walkers
2 people
Monitor lighting

Aftercare

Dismantle the care station
4 people
Sort materials
3 people
Collect waste
3 people
Clean the venue
3 people
Wash dishes and drink bottles
2 people
Empty coolers
2 people
Store leftovers safely
2 people
Return borrowed materials
2 people
Register participants home safely

What to bring

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

Furniture

Party tentsqty 2
Folding tablesqty 6
Folding chairsqty 12
Rest benchesqty 4
Clothes racksqty 2

Tableware

Reusable cupsqty 80
Soup bowlsqty 40
Platesqty 40
Cutlery setsqty 40
Thermos cupsqty 30

Kitchen

Thermos flasksqty 6
Coffee machinesqty 2
Soup kettlesqty 2
Kettlesqty 2
Cutting boardsqty 3
Cooking and serving spoonsqty 6
Knivesqty 4
Pliersqty 4
Jerry cansqty 6
Coolersqty 6
Ice packsqty 24

Equipment

USB charging stationsqty 3
Extension cordsqty 6
Power stripsqty 6
Walkie-talkiesqty 4

Lighting

LED work lightsqty 6
String lightsqty 4
Headlampsqty 8

Sports equipment

Walking sticksqty 8
Reflective vestsqty 12
Bib numbersqty 25
Athletic tapeqty 8
Blister plastersqty 80
Elastic bandagesqty 8
Thermal blanketsqty 20
First aid kitsqty 2

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 3
Hand soap dispensersqty 3
Paper towel dispensersqty 3
Toilet paper holdersqty 2

Catering

Groceries

Tips

Close registrations early enough to check every participant’s details, emergency contact and dietary requirements. Send the participant letter only after start numbers, transport and emergency information are confirmed.
Review the route and supplies before shopping. Plan where water, food, rest benches and the care station will be available, then portion food and fill supply crates so volunteers are not improvising on the day.
Check transport, parking and overnight accommodation together rather than separately. Confirm the number of spaces and places against the final participant list at least one week before the march.
Do not leave power and lighting until event morning. Charge phones, test USB charging stations, extension cords and power strips, and place headlamps, reflective vests and LED work lights where volunteers can find them.
Set up the start location in a fixed order: signpost parking, position party tents, tables and chairs, then prepare water, hot drinks and food. Keep spare clothing, walking sticks and emergency numbers accessible instead of packed in a closed vehicle.

Frequently asked questions

How far in advance should I organise a Death March?: Start registrations, transport, parking and overnight accommodation at least 4 to 6 weeks before the march. Finish participant checks and send the final practical information about 7 days before the start.
What should I check the week before a Death March?: Check the weather forecast, route, start location, transport, parking and overnight arrangements 5 to 7 days beforehand. Use the final participant list to confirm start numbers, dietary requirements and emergency contacts.
How much food and water should I prepare for a Death March?: Base portions and water on the confirmed participant count, then add a small reserve for volunteers and unexpected demand. Prepare and label portions the day before, and fill water containers and supply crates before leaving for the start.
When should the Death March start area be set up?: Set up the start area before participants arrive, allowing at least 60 to 90 minutes for parking signs, tents, tables, chairs, lighting and the care station. Test power, communications and charging equipment during setup, not after the first walkers arrive.

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