Five-Day Walk checklist: what to arrange and when

A five-day walk needs more than a route and a registration list. You need five workable daily routes, confirmed start and finish points, marked route directions, staffed care stations and a reliable way to manage participants each morning. This checklist puts the work in a practical order, from choosing the route concept to setting up day one. It also covers details that are easy to leave until the last minute, such as emergency contacts, dietary requirements, weather checks and sorting arrows by day.

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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 route concept
2 people
Check walking routes
3 people
Set start and finish locations
2 people
Make venue reservations
Have route maps printed
Checking insurance and permits
Recruit volunteers
2 people
Create volunteer schedule
Send invitations
2 people
Process registrations
2 people
Check participant details
2 people
Collect dietary requirements
Register emergency contacts
2 people
Assign starter groups
2 people
Sorting route arrows by day
2 people
Prepare arrows and ribbons
2 people
Send participant information
Check the weather forecast
Do the shopping
3 people
Bring materials to the venue
3 people
Marking route points for day one
4 people
Set up the registration desk
2 people
Build the start and finish arch
3 people
Set up tables and chairs
3 people
Set up care stations
4 people
Chill drinks
2 people
Prepare starter packs
3 people
Marking route points for day two
4 people
Marking route points for day three
4 people
Mark route points for day four
4 people
Mark route points for day five
4 people

Event

Give the route briefing
3 people
Register participants
4 people
Hand out starter packs
3 people
Start the walkers
4 people
Staff the care stations
8 people
Carry out a route check
3 people
Register finishers
3 people
Refill drinks
2 people
Hand out snacks
3 people
Answer participant questions
2 people
Sign up day two participants
3 people
Let the day two walkers start
4 people
Staff aid stations on day two
8 people
Check route for day two
3 people
Register finishers on day two
3 people
Refill drinks on day 2
2 people
Register day three participants
3 people
Get walkers started on day three
4 people
Staff the day 3 aid stations
8 people
Check route for day three
3 people
Register day three finishers
3 people
Refill drinks on day three
2 people
Register participants on day four
3 people
Get day four hikers started
4 people
Staff aid stations on day four
8 people
Check route for day four
3 people
Register day four finishers
3 people
Refill drinks for day four
2 people
Registering day five participants
3 people
Get walkers started on day five
4 people
Staff aid stations on day five
8 people
Check day five route
3 people
Register finishers
4 people
Handle medal ceremony
3 people
Refill drinks
2 people

Aftercare

Remove route arrows
3 people
Clean up the start and finish area
4 people
Removing day two route arrows
3 people
Remove the day three route arrows
3 people
Remove the day four route arrows
3 people
Remove the final route arrows
4 people
Clear the entire site
5 people
Wash dishes
3 people
Collect and remove waste
3 people
Clean the venue
4 people
Inventory materials
2 people
Return borrowed materials
2 people
Archive route maps and registrations
Collect lost and found items
2 people
Store leftover groceries
2 people
Clean coolers
2 people
Sort route arrows and tape
2 people
Inform participants about lost and found

What to bring

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

Furniture

Party tentsqty 4
Registration tablesqty 4
Aid station tablesqty 10
Folding chairsqty 30
High tablesqty 6
Waste binsqty 10
Clothes racksqty 2

Equipment

Coolersqty 8
Water dispensersqty 10
Coffee machinesqty 3
Kettlesqty 3
Extension cordsqty 8
Power stripsqty 6
Walkie-talkiesqty 12
Megaphonesqty 2
Phone chargersqty 6

Route supplies

Route arrowsqty 450
Barrier tapeqty 20
Conesqty 40
Route signsqty 35
Pole holdersqty 35
Cable tiesqty 500
Herringqty 100
Hammerqty 4
Route mapsqty 180
Clipboardsqty 12
Waterproof markersqty 24
Bib numbersqty 180
Wristbandsqty 900
Medal ribbonsqty 180

Safety

First aid kitsqty 4
Cooling packsqty 20
Safety vestsqty 25
Flashlightsqty 12
Emergency blanketsqty 20
Hand sanitizerqty 12

Tableware

Reusable cupsqty 250
Reusable platesqty 120
Reusable cutleryqty 180
Coffee mugsqty 80
Pitchersqty 12
Serving traysqty 8

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 10
Serving spoonsqty 8
Thermos flasksqty 10
Ice packsqty 30
Food containersqty 20
Aluminum foilqty 4
Cling filmqty 4

Decorations

Start/finish arch
Buntingqty 12
Event flagsqty 10
Balloonsqty 150
Tableclothsqty 14
Welcome Direction Signqty 2

Lighting

LED lampsqty 12
String lightsqty 6
Battery lanternsqty 8

Cleaning

Bucketsqty 6
Spongesqty 12
Dish brushesqty 6
Hand broomsqty 4
Floor squeegeesqty 3
Dustpan and brushqty 4

Catering

Groceries

Tips

Confirm the route, start point, finish point and venue for each day before opening registrations. Printed route maps and clear daily signs are much harder to change once participants have been invited.
Ask for dietary requirements and emergency contacts during registration, not during check-in. Review the participant details at least 7 days before the walk and keep the information available to the responsible team.
Sort route arrows, ribbons, signs, cones and cable ties into five clearly labelled daily sets. Prepare the day-one materials before volunteers arrive, so route marking does not depend on last-minute shopping.
Create the volunteer schedule with named cover for registration, route marking, care stations and the finish area. Give every team a way to communicate, such as walkie-talkies, and charge phones before each day starts.
Check the forecast 24 hours before every walking day and adjust clothing advice, water points and shelter arrangements. Bring party tents, water dispensers, coolers and power equipment to the venue before setup begins.

Frequently asked questions

How far in advance should I plan a five-day walk?: Start route and venue planning at least 12 weeks before the first walking day. Aim to have permits, insurance, reservations and volunteer recruitment confirmed by 6 weeks beforehand.
What should be included in a five-day walk registration?: Collect the participant’s name and contact details, emergency contact, dietary requirements and the selected starter group. Close or review registrations at least 7 days before the event so lists and bib numbers can be prepared.
When should I mark the walking route?: Mark each route on the same day or the day before it is used, depending on local rules and expected weather. Prepare and sort the arrows, ribbons, cones and signs in advance, then check the marked route before the first group starts.
How many volunteers do I need for a five-day walk?: Set a separate volunteer schedule for registration, route marking, care stations, the start and the finish. Final numbers depend on participant volume, but assign named cover for every duty and complete the schedule at least 2 weeks before the walk.

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.