Full Moon Walk Checklist

A full moon walk needs more than a marked route and a clear sky. This checklist takes you from route planning and permits to registration, lighting, safety and hot food at the finish. Scout the route before inviting people, record the exact start and finish points, and give yourself time to print maps and prepare signs. On the day, set up the registration table, check every light and arrow, then explain the route and safety rules before the group leaves.

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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

Determine the walking route
2 people
Scout the route in advance
2 people
Record start and finish points
Check permits
Make reservations
Send invitations
2 people
Process registrations
Collect dietary requirements
Update participant list
Check the weather forecast
Print route maps
Prepare route signs
2 people
Do the shopping
2 people
Collect materials
2 people
Chill drinks
2 people
Prepare soup and snacks
3 people
Set up tables and chairs
3 people
Hang lighting
2 people
Set up the registration table
2 people
Place route arrows
3 people
Conduct a safety check
2 people

Event

Receive participants
3 people
Register attendance
2 people
Explain the route and safety rules
2 people
Guide the start of the walk
3 people
Guide walkers along the route
5 people
Set up a rest area
2 people
Refill drinks
2 people
Staff the rest area
2 people
Check route arrows
2 people
Guide those staying behind
2 people
Serve soup and bread
3 people
Serve hot drinks
2 people
See participants off
2 people

Aftercare

Remove route arrows
3 people
Clear tables and chairs
3 people
Collect waste
2 people
Wash dishes
2 people
Clean the venue
3 people
Check materials
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 45
Party tentqty 2
Registration desk

Lighting

LED lampsqty 8
String lightsqty 4
Flashlightsqty 12
Headlampsqty 8

Equipment

Extension cordsqty 6
Power stripsqty 4
Rechargeable power banksqty 6
Mobile phonesqty 5

Sports equipment

Reflective vestsqty 12
Route signsqty 12
Conesqty 12
Walking sticksqty 6
Route mapsqty 50
Clipboardsqty 3
Pensqty 12
First aid kit
Emergency blanketsqty 4
Whistlesqty 6

Tableware

Mugsqty 50
Glassesqty 50
Soup bowlsqty 50
Platesqty 50
Cutlery setsqty 50

Kitchen

Large soup potsqty 2
Serving spoonsqty 4
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 3
Knivesqty 4

Decorations

Tableclothsqty 6
Wayfinding postsqty 6

Cleaning

Waste binsqty 6
Bucketsqty 3
Spongesqty 6

Catering

Groceries

Tips

Scout the complete route at least once in daylight and once near the expected walking time. Record the start and finish points, note dark sections, and decide where route arrows, cones or signs are needed.
Check permits and reservations before sending invitations. Include the route length, meeting point, expected finish time and a registration deadline so you can update the participant list and collect dietary requirements in time.
Prepare lighting for both the route and the meeting area. Charge headlamps, flashlights and power banks the day before, and test LED lamps, string lights, extension cords and power strips before participants arrive.
Set up registration at least 45 minutes before the planned start. Keep maps, clipboards, pens, reflective vests and emergency contacts together, then register attendance as people arrive.
Serve soup and snacks at the finish rather than making walkers wait. Chill drinks in advance, fill thermos flasks shortly before departure, and place bowls, mugs, plates and cutlery where they can be reached without crowding the registration desk.

Frequently asked questions

How far in advance should I plan a full moon walk?: Start planning at least 4 to 6 weeks ahead if you need permits, reservations or a confirmed group size. Scout the route and check access restrictions before sending invitations.
What should I bring on a full moon walk?: Allow at least one light source per walker, plus route maps, reflective vests, a first aid kit, emergency blankets and charged mobile phones. For the base area, plan tables, chairs, lighting, hot soup, snacks and enough cups or bowls for every registered participant.
How early should participants arrive for a full moon walk?: Ask participants to arrive 30 minutes before the start, and open registration 45 minutes beforehand. This gives you time to check attendance, hand out route information and explain safety rules without delaying the walk.
How do I prepare a full moon walk if the weather changes?: Check the forecast 48 hours before the walk and again on the day itself. Set a clear cancellation or postponement deadline, and tell registered participants at least 6 hours before the start if the route or meeting point changes.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.