GPS hike checklist: what to arrange and when

A GPS hike needs more preparation than uploading a route and sending an invitation. You need a tested walking route, reliable devices, clear start and finish points, and a workable plan for checkpoints and volunteers. This checklist covers the practical sequence, from reserving the starting location to marking the course and preparing starter packs. Use it to catch the details people often leave until the final day, such as charging equipment, checking dietary requirements, and protecting printed route information from rain.

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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

Reserve starting location
Determine the walking route
2 people
Check the route for safety
2 people
Create GPS route file
Test Route File
2 people
Set start and finish points
2 people
Select checkpoints
2 people
Send invitations
Process registrations
Collect dietary requirements
Schedule volunteers
Write route instructions
Send participant information
Reserve GPS devices
Check the shopping list
Check the route again
2 people
Do the shopping
2 people
Charge GPS devices
Upload route files
Assemble starter packs
2 people
Fill coolers
2 people
Set up tables and chairs
4 people
Set up the registration table
2 people
Put up route signs
3 people
Mark checkpoints
3 people
Make coffee and tea
2 people
Set out snacks and fruit
2 people
Prepare attendance list

Event

Receive participants
3 people
Distribute GPS devices
2 people
Give route instructions
2 people
Get participants started
3 people
Staff the checkpoints
4 people
Refill drinks
2 people
Refill snacks
2 people
Register finishers
2 people
Collect GPS devices
2 people
Receive the last participants
2 people

Aftercare

Remove route signs
3 people
Clear tables and chairs
4 people
Wash dishes
2 people
Collect waste
2 people
Clean the starting location
3 people
Charge and check GPS devices
Return borrowed materials
2 people
Archive route files

What to bring

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

Furniture

Tablesqty 6
Chairsqty 12
Party tentqty 2
Folding counter

Equipment

GPS devicesqty 12
Power banksqty 6
Charging cablesqty 12
Extension cordsqty 2
Power stripsqty 3

Sports equipment

Compassqty 6
Reflective vestsqty 10
First aid kitqty 2
Whistlesqty 6
Waterproof route coversqty 20
Clipboardsqty 6

Signage

Route arrowsqty 30
Checkpoint signsqty 8
Barrier tapeqty 4
Conesqty 20
Cable tiesqty 200
Stakesqty 30

Tableware

Reusable cupsqty 80
Platesqty 60
Cutlery setsqty 60
Coffee cupsqty 40
Thermos flasksqty 6

Kitchen

Coolersqty 6
Cutting boardsqty 3
Bread knivesqty 3
Serving plattersqty 8
Pliersqty 4
Water jugsqty 6

Lighting

LED lanternsqty 8
String lightsqty 4

Decorations

Tableclothsqty 6
Start flagsqty 2

Cleaning

Waste binsqty 6

Catering

Groceries

Tips

Test every GPS route file on the actual devices at least 3–5 days before the hike. A file that opens correctly on a computer can still fail because of an unsupported format, missing waypoints, or a device with too little storage.
Walk the route twice: once while planning it and again shortly before the event. Check crossings, muddy sections, fallen branches, and checkpoint visibility, then keep a compass, whistles, reflective vests, and a first aid kit with the organizing team.
Set the start and finish layout before the event day. Leave space for registration, tables, chairs, a folding counter, and a party tent, and keep charging cables, power banks, extension cords, and power strips together in one clearly labeled box.
Send participant information no later than 3–5 days before the hike. Include the meeting time, route length, expected walking time, what the GPS device is for, the finish procedure, and a contact number for problems on the route.
Prepare checkpoint materials in separate packs, one per checkpoint. Include the sign, route arrows or cones, barrier tape, cable ties, stakes, a clipboard, and waterproof route covers so volunteers are not searching for loose items during setup.

Frequently asked questions

How far in advance should I plan a GPS hike?: Start route planning and location reservations at least 4–6 weeks before the hike. Test the route file and confirm volunteers 3–5 days beforehand, then check the course again shortly before setup.
How many GPS devices do I need for a GPS hike?: Plan one device for each participating group or navigation team, rather than automatically one per person. Reserve 1–2 spare devices and charge all units fully the evening before, with power banks available for a long walking day.
When should I send GPS hike information to participants?: Send the practical participant information 3–5 days before the event and repeat the meeting details on the day itself. Ask for dietary requirements during registration so food and drinks can be arranged before shopping.
How long does a GPS hike take to set up?: Allow at least 2–3 hours for start-area setup, device checks, registration, signs, coolers, and starter packs. Add travel time for volunteers who place checkpoint signs and mark the route 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.