Dune Walk Checklist

A dune walk needs more than a marked route and a meeting point. You need time to secure permission, inspect the course, organise traffic measures, register participants and prepare volunteers. This checklist takes you from choosing the date and route to sorting bib numbers, setting up the finish and checking the forecast. Use it to keep safety, communication, food and equipment on schedule instead of solving them on the morning of 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

Record date and route
2 people
Apply for a permit
Reserve start and finish location
Check the course
2 people
Coordinate traffic measures
2 people
Publish registration form
Send invitations
2 people
Recruit volunteers
2 people
Process registrations
2 people
Collect dietary requirements
Assign starter groups
2 people
Collect emergency contacts
Check insurance
Reserve timing
Reserve photographer
Plan drink and food purchases
2 people
Design race numbers
Print route maps
Print race numbers
2 people
Create volunteer schedule
2 people
Send participant information
Check the weather forecast
Do the shopping
3 people
Check materials
2 people
Sort bib numbers
2 people
Fill coolers
2 people
Set out the course
6 people
Place kilometer markers
3 people
Set up tents
6 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up finish arch
4 people
Connect the sound system
2 people
Set up the first aid station
2 people
Set up water stations
4 people
Set up catering
3 people
Check the route and barriers
4 people
Brief volunteers
3 people

Event

Open registration
4 people
Hand out race numbers
3 people
Collect luggage
2 people
Guide participants to the start
3 people
Give the signal
2 people
Operate timekeeping
2 people
Staff the course checkpoints
8 people
Guide participants
4 people
Hand out water
4 people
Refill drinks
2 people
Serve fruit and snacks
3 people
Register finishers
3 people
Hand out luggage
2 people
Provide first aid
2 people
Check results
2 people
Set out prizes
2 people
Handle prize ceremony
3 people
Inform participants about the results
Serve coffee and tea
2 people
Provide music
Turn on lighting
2 people
Check out the last participants
2 people
Clear the course
4 people

Aftercare

Collect waste
4 people
Collect materials
5 people
Take down tents
6 people
Clear tables and chairs
4 people
Wash dishes
3 people
Clean the venue
4 people
Remove course materials
5 people
Turn off the sound equipment
2 people
Publish results
Send thank-you message
Return borrowed materials
2 people
Clear away leftover groceries
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 30
Registration tablesqty 3
Clothes racksqty 2
Waste binsqty 8
Luggage cratesqty 12

Sports equipment

Bib numbersqty 250
Start number bandsqty 250
Route arrowsqty 40
Kilometer markersqty 10
Traffic conesqty 40
Crowd control barriersqty 12
Ribbonsqty 10
Disposable cupsqty 600
Finish arch
Medal holdersqty 3
Prizesqty 12
Clipboardsqty 8
Markersqty 20

Equipment

Timing system
Laptopsqty 2
Mobile phonesqty 8
Walkie-talkiesqty 8
Sound system
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Power banksqty 6
Thermos flasksqty 6

Tableware

Reusable cupsqty 300
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 8
Serving jugsqty 8
Serving plattersqty 12
Serving traysqty 6

Kitchen

Kettlesqty 3
Coolersqty 6
Cutting boardsqty 4
Bread knivesqty 4

Decorations

Buntingqty 8
Balloonsqty 100
Signs and wayfindingqty 20

Lighting

LED lampsqty 8
String lightsqty 4

Cleaning

Cleaning bucketsqty 4
Broom setsqty 4
Mopsqty 4
Hand soap dispensersqty 6
First aid kitsqty 2

Catering

Groceries

Tips

Start with the date and route, then allow enough time for permits and location bookings. Confirm the start and finish locations before publishing registration, because changing either later affects invitations, maps and participant information.
Inspect the full course before printing route maps or ordering route arrows. Check crossings, narrow sections and places where traffic measures, cones or barriers will be needed; repeat the check close to event day if conditions may have changed.
Close registration early enough to process entries, collect dietary requirements and emergency contacts, and assign starter groups. Send participant information only after these details and the route map are final.
Give volunteers written assignments and a communication method before the walk. A schedule, clipboards, mobile phones or walkie-talkies and clearly marked responsibilities prevent the registration desk, course and finish from competing for the same people.
Plan event-day supplies by function, not just by item: registration, course marking, refreshments, finish and luggage. Check power, extension cords, power banks, timing equipment and thermos flasks at least one day before setup.

Frequently asked questions

How far in advance should I organise a dune walk?: Start at least 8 to 12 weeks ahead if the route requires a permit, traffic measures or a reserved location. Use the first weeks for the date, route, insurance, applications and bookings; leave the final 7 days for shopping, printing and checks.
When should I send information to dune walk participants?: Send the main participant information 5 to 7 days before the walk, once the route, start groups and practical arrangements are confirmed. Include the meeting point, timing, route details, what to bring and a contact number for event day.
How many volunteers do I need for a dune walk?: Plan separate cover for registration, course guidance, refreshments, luggage and the finish rather than assigning everyone generally. As a starting point, schedule at least 1 volunteer per active station and add 2 to 3 people for route and traffic duties on busy sections.
When should I check the weather for a dune walk?: Check the forecast 7 days before the event for planning and again 24 hours before the start for final decisions. Use the last check to confirm clothing advice, refreshments, shelter, route conditions and any changes volunteers or participants must receive.

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.