Four-Day Walking Event Checklist

A four-day walking event needs more than a marked route and a registration form. You need time to secure permits, check insurance, reserve the start and finish area, recruit volunteers and prepare four days of participant support. Use this checklist to work in the right order, from recording the route and collecting medical details to printing maps, checking rest areas and briefing the team. Leave time for a final weather check, shopping and setup before walkers arrive.

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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 permits
Check insurance
Plan route checks
2 people
Reserve start and finish location
Request traffic controllers
Arrange first aid staffing
Recruit volunteers
2 people
Assign volunteers
2 people
Publish registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Have route maps printed
Order race numbers
Collect medical contact details
Mark out the route
4 people
Check rest areas
3 people
Check stock
2 people
Do the shopping
3 people
Assemble starter packs
4 people
Chill drinks
2 people
Give volunteers a briefing
3 people
Check the weather forecast

Event

Set up the start and finish area
6 people
Set up registration tables
3 people
Put up route signs
4 people
Set up rest areas
6 people
Set out first aid supplies
2 people
Register participants
4 people
Hand out race numbers
3 people
Give route instructions
2 people
Start the walkers
3 people
Staff the rest area
3 people
Distribute water and fruit
3 people
Staff traffic posts
4 people
Register finishers
3 people
Refill drinks
2 people
Collect waste
2 people
Wrap up the first day
2 people
Set up the start and finish area
6 people
Check route signs
3 people
Set up rest areas
5 people
Check in and start participants
4 people
Staff the rest area
3 people
Distribute water and fruit
3 people
Staff traffic posts
4 people
Register finishers
3 people
Refill drinks
2 people
Collect waste
2 people
Carry out the third day
Execute final day
Assist with the medal ceremony
4 people
Take finish photos
2 people
Provide music and announcements
2 people
Congratulate finishers
4 people
Receive the last participants
3 people

Aftercare

Dismantle the venue
6 people
Remove route signs
4 people
Clean materials
4 people
Wash dishes
3 people
Dispose of waste
2 people
Clean the venue
4 people
Return borrowed materials
2 people
Store leftover stock
2 people
Register lost and found items

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 12
Folding chairsqty 40
Beer tablesqty 8
Waste binsqty 10
Tableclothsqty 12

Equipment

Walkie-talkiesqty 12
Mobile phonesqty 6
Chargersqty 8
Music speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6
Coolersqty 8
Water dispensersqty 6
Thermos flasksqty 8

Sports equipment

Route arrowsqty 120
Route signsqty 40
Bib numbersqty 450
Wristbandsqty 450
Medal ribbonsqty 450
Walking medalsqty 450
Route mapsqty 500
Clipboardsqty 12
Markersqty 24
Conesqty 30
Barrier tapeqty 12
Safety vestsqty 20
Rain umbrellasqty 12

Tableware

Reusable cupsqty 500
Coffee cupsqty 500
Platesqty 300
Cutlery setsqty 300
Serving plattersqty 20
Serving jugsqty 12

Kitchen

Coffee machinesqty 4
Kettlesqty 4
Cutting boardsqty 6
Kitchen knivesqty 6
Coolersqty 6
Jerry cansqty 12

First aid

First aid kitsqty 4
Disposable glovesqty 100
Emergency blanketsqty 20
Ice packsqty 30
Blister plastersqty 200

Lighting

LED lampsqty 12
Flashlightsqty 12
Batteriesqty 48

Decorations

Buntingqty 12
Dutch flagsqty 8
Directional signsqty 20

Cleaning

Broomqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 6
Trash grabbersqty 6
Hand soap dispensersqty 8
Disinfectantqty 6

Catering

Groceries

Tips

Start with the date and route, then allow several weeks for permits, insurance checks and traffic-controller requests. Do not publish registration details until the route and start and finish locations are confirmed.
Plan route checks before the event and repeat a final check close to day one. Count rest areas, confirm that route arrows and signs are visible, and carry spare markers, cones and barrier tape for repairs.
Collect dietary requirements and medical contact details during registration, not at check-in. Give the responsible team access to the information while keeping printed lists secure and limited to what volunteers need.
Prepare one starter pack per participant, including the bib number, wristband, route map and any medal materials needed at the finish. Assemble them before the final week so missing registrations or supplies can still be corrected.
Brief volunteers before setup begins and give each team a communication method, such as a walkie-talkie or charged mobile phone. Check chargers, extension cords, water dispensers, coolers and reusable cups before the first day, then review the weather forecast before setting out the equipment.

Frequently asked questions

How far in advance should I organise a four-day walking event?: Start planning at least 8 to 12 weeks before the first walking day. Use the first weeks for the route, permits, insurance, locations and volunteer recruitment, then reserve the final 7 days for printing, packing, shopping and weather checks.
How many volunteers do I need for a four-day walking event?: Plan at least one named volunteer for every staffed rest area, start and finish point, route-control position and first-aid role per shift. Make a daily rota with 20% extra cover, so a team of 10 scheduled volunteers has 2 backups available.
When should I print route maps and bib numbers?: Print route maps and order bib numbers once registrations have closed or reached the agreed production deadline, ideally 7 to 10 days before day one. Keep a small spare quantity for late corrections and replacement numbers.
What should I do the day before a four-day walking event?: Complete the route check, verify rest-area stock, chill drinks, assemble starter packs and set up the start and finish equipment the day before. Give volunteers their briefing and check the forecast again within 24 hours of the first departure.

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.