Diabetes Walk Checklist

Organising a diabetes walk involves more than choosing a route and inviting people. You need time for permits, accessibility checks, registration, medical information, route support and first aid. The final meal also needs early coordination, especially when participants share dietary requirements. Use this checklist to work through the planning in order, from recording the date and route to preparing starter packs, signs and equipment for the day itself.

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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 starting location
Arrange permits and notifications
Check the walking route
2 people
Determine rest stops
2 people
Check the route for accessibility
2 people
Open the registration form
Send invitations
2 people
Post promotion on social media
Process registrations
2 people
Collect dietary requirements
Collect medical considerations
Send participant confirmations
Send directions
Recruit escorts
2 people
Brief chaperones
2 people
Assign traffic marshals
2 people
Arrange first aid staffing
Create reservation for farewell dinner
Confirm catering and dietary options
Make a shopping list
2 people
Have route signs made
Print participant lists
Prepare name stickers
2 people
Assemble starter packs
3 people
Do the shopping
2 people
Chill drinks
2 people
Check the weather forecast
Send the weather forecast to participants
Check the route again
2 people
Check the first aid and hypo kit
2 people

Event

Set up the start table
3 people
Build party tents
4 people
Set up tables and chairs
4 people
Put up route signs
4 people
Set up rest areas
4 people
Place waste stations
2 people
Test sound system
2 people
Set up information table
2 people
Lay out starter kits
2 people
Set up first aid and hypo station
2 people
Register volunteers
2 people
Receive participants
4 people
Hand out name stickers
2 people
Hand out starter pack
3 people
Explain the route and safety rules
2 people
Guide the walk
8 people
Lead the front group
2 people
Guide the rear group
2 people
Staff rest points
4 people
Distribute water and fruit
4 people
Refill drinks
2 people
Provide first aid and hypo support
2 people
Register arriving walkers
2 people
Retrieve route signs
3 people
Oversee the finish and reception
4 people
Serve coffee and tea
3 people
Serve snacks
3 people
Set up the dinner buffet
4 people
Refill the dinner buffet
2 people
Serve special meals separately
2 people
Serve drinks at dinner
2 people
Give thanks
See participants off
3 people

Aftercare

Clear buffet and dishes
4 people
Take down tables and chairs
4 people
Take down party tents
4 people
Collect and sort waste
3 people
Clean the venue
4 people
Check and pack materials
3 people
Return borrowed materials
2 people
Register lost and found items
Thank participants

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Chairsqty 40
Buffet tablesqty 4
Tableclothsqty 8

Tableware

Reusable cupsqty 150
Reusable platesqty 120
Reusable cutleryqty 150
Coffee cupsqty 80
Teaspoonsqty 80

Kitchen

Thermos flasksqty 6
Water jugsqty 8
Serving spoonsqty 8
Buffet traysqty 12
Cutting boardsqty 4
Bread knivesqty 4

Equipment

Kettlesqty 2
Coffee machinesqty 2
Coolersqty 6
Extension cordsqty 4
Power stripsqty 4
Megaphone
Walkie-talkiesqty 8
First aid kitsqty 2
Blood glucose metersqty 2
Thermometersqty 2
Power banksqty 4

Sports equipment

Route arrowsqty 40
Route signsqty 12
Conesqty 20
Cooling Towelsqty 30

Lighting

Battery lanternsqty 6
LED light stringsqty 4

Decorations

Welcome sign
Information boardsqty 4
Name card holdersqty 4

Cleaning

Waste binsqty 8
Washing-up basinsqty 3
Spongesqty 8
Hand broomsqty 3

Catering

Groceries

Tips

Set the date and route before opening registration. Allow enough lead time to reserve the starting location, arrange permits or notifications, and check the full route for accessibility.
Ask for dietary requirements and medical considerations during registration, not at the start of the walk. Include this information in the participant records and brief the responsible team before the event.
Plan one clearly marked rest stop for each section of the route where participants may need a break. Check that water, seating and access for support staff are possible at every stop.
Brief escorts, chaperones and traffic marshals separately at least 24 hours beforehand. Give them the route, their assigned position, communication method and the procedure for a participant who feels unwell.
Prepare signs, name stickers, participant lists and starter packs on the day before the walk. Test the megaphone, walkie-talkies, blood glucose meters, thermometers and first aid kits before loading the equipment.

Frequently asked questions

How far in advance should I organise a diabetes walk?: Start planning at least 8 to 12 weeks before the walk. That gives you time to reserve the starting location, submit permits or notifications, check the route, recruit support staff and open registration.
What should I ask participants when they register for a diabetes walk?: Collect contact details, dietary requirements and relevant medical considerations. Close registration or set a final update deadline at least 7 days before the event so catering, participant lists and support teams can be prepared.
How many first aid staff do I need for a diabetes walk?: The number depends on the group size, route length and local requirements, but assign named first aid staff before sending final confirmations. Confirm their positions and equipment at least 24 hours before the walk.
When should I confirm the farewell dinner and catering?: Make the dinner reservation as soon as you have a realistic attendance estimate, then confirm the final headcount and dietary options 5 to 7 days before the walk. Keep a small margin for late changes.

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.