Easter walk checklist: what to arrange and when

An Easter walk needs more than a marked route and a basket of eggs. You need a reliable start and finish point, clear registration, route signs, volunteer cover and food ready when walkers return. This checklist helps you work backwards from the walking date, so invitations, dietary information and supplies are handled before setup day. It also covers the details people often leave too late, such as checking power connections, chilling drinks and preparing first aid.

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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 route and date
2 people
Check route in advance
2 people
Determine the start and finish point
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Update participant list
Create route map and briefing
2 people
Check the weather forecast
Do the shopping
2 people
Prepare route signs
2 people
Inform participants
Prepare coffee and tea
2 people
Prepare snacks and lunch
3 people
Prepare soup and bread
2 people
Place route arrows
3 people
Set up tables and chairs
3 people
Hang decorations
2 people
Set up the registration table
2 people
Chill drinks
2 people
Prepare first aid kit
Brief volunteers
2 people

Event

Receive participants
3 people
Register attendance
2 people
Serve coffee and tea
2 people
Give the safety briefing
Guide the walk
4 people
Check route signs en route
2 people
Guide those staying behind
2 people
Refill drinks
2 people
Reception after the walk
2 people
Serve soup and bread
3 people
Supervise Easter egg hunt
3 people
Serve snacks and dessert
2 people
Keep drinks topped up
2 people

Aftercare

Remove route arrows
3 people
Collect waste
3 people
Wash dishes
3 people
Clear tables and chairs
3 people
Remove decorations
2 people
Clean the room
3 people
Chill leftover food
2 people
Check materials
2 people
Return borrowed items
2 people
Check the route for litter
2 people

What to bring

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

Furniture

Party tentqty 2
Folding tablesqty 6
Chairsqty 60
Beer tablesqty 4

Tableware

Reusable cupsqty 80
Soup bowlsqty 70
Platesqty 70
Coffee cupsqty 70
Knivesqty 70
Forksqty 70
Spoonsqty 70
Serving spoonsqty 6

Kitchen

Thermos flasksqty 8
Soup kettlesqty 3
Cutting boardsqty 3
Bread knivesqty 3
Serving traysqty 8
Coolersqty 6

Equipment

Kettlesqty 3
Coffee machinesqty 2
Extension cordsqty 4
Power stripsqty 3

Decorations

Easter flagsqty 6
Easter branchesqty 4
Easter egg decorationsqty 60

Route supplies

Route arrowsqty 30
Barrier tapeqty 4
Route mapsqty 70
Pensqty 10

Safety

First aid kitqty 2
Flashlightsqty 6

Cleaning

Waste binsqty 8
Cleaning bucketsqty 3
Mopqty 3
Broomqty 3

Catering

Groceries

Tips

Check the route in advance and record the distance, walking time and any difficult sections. Place route arrows where walkers could take a wrong turn, and keep spare signs available for last-minute changes.
Send invitations early enough to collect registrations and dietary requirements before shopping. Update the participant list as replies arrive, then use the final numbers to plan coffee, tea, soup, bread and snacks.
Prepare a short route briefing and map before the event day. Give each volunteer a clear position and responsibility, including registration, route guidance, refreshments and first aid support.
Set up the registration table before participants arrive, with pens, route maps and the attendance list ready. Allow at least 30 minutes for tables, chairs, signs, decorations and the party tent if weather protection is needed.
Check the weather forecast 24 hours before the walk and again on the morning itself. Chill drinks, fill thermos flasks, test coffee machines and kettles, and check extension cords and power strips before serving starts.

Frequently asked questions

How far in advance should I plan an Easter walk?: Start planning at least 4 weeks before the walk. Send invitations early, then aim to finish registrations, dietary information and the shopping list 5 to 7 days before the event.
When should I check the Easter walk route?: Walk or cycle the route 3 to 7 days beforehand, then check it again on the event morning if weather or road conditions may have changed. Confirm the start and finish points before preparing the final map.
How much food and drink do I need for an Easter walk?: Use the final participant count and add a small buffer of about 10%. Plan hot drinks for arrival and return, plus enough soup, bread, snacks and chilled drinks for everyone who registered, including volunteers.
When should volunteers be briefed for an Easter walk?: Give volunteers their instructions at least 1 day before the walk, including arrival time, route positions and emergency contacts. Repeat the key points in a 10-minute briefing before participants arrive.

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.