Heath walk checklist: everything to arrange

A heath walk needs more preparation than choosing a route and inviting people. You need a confirmed starting point, a route that has been checked on foot, clear directions and a plan for hazards, repairs and changing weather. Registration also affects catering, volunteer cover and the information you send participants. This checklist puts the work in a practical order, from recording the date and route through to setting up the start and finish area.

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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
Reserve starting location
Check permits
Develop directions
2 people
Make route available digitally
Send invitations
2 people
Open the registration form
Scout the route in advance
2 people
Mark hazardous spots
2 people
Book a bike mechanic
Book catering
Process registrations
2 people
Collect dietary requirements
Schedule volunteers
2 people
Send participant information
2 people
Make arrows and route signs
3 people
Print bib numbers and forms
2 people
Check supervisors' bikes
2 people
Check the weather forecast
Print participant list
Do the shopping
3 people
Chill drinks
2 people
Lay out route signs
2 people
Set up the start and finish area
5 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Mark out the route
4 people
Set up a rest area
3 people
Set out first aid and repair supplies
2 people
Prepare catering
4 people
Give briefing to supervisors
3 people

Event

Receive participants
3 people
Hand out race numbers
2 people
Explain the route and safety rules
2 people
Have cyclists depart
3 people
Staff the rest area
3 people
Serve coffee and tea
2 people
Restock fruit and snacks
2 people
Refill drinks
2 people
Register arrival
2 people
Assist with bike repairs
2 people
Provide first aid
2 people
Serve the meal
4 people
Collect waste during the event
2 people

Aftercare

Remove route signs
4 people
Dismantle materials
5 people
Wash dishes
3 people
Clean the venue
4 people
Dispose of waste
2 people
Return borrowed materials
2 people
Clean coolers and tools
2 people
Store route signs and ribbons
2 people
Handle lost and found

What to bring

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

Furniture

Tablesqty 8
Chairsqty 24
Party tentsqty 2
Beer tablesqty 4

Tableware

Reusable cupsqty 180
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Pitchersqty 6
Cutting boardsqty 4
Knivesqty 6
Serving plattersqty 12
Serving spoonsqty 8

Equipment

Coolersqty 6
Extension cordsqty 4
Power stripsqty 4
Mobile phonesqty 4
Walkie-talkiesqty 6
Power banksqty 6

Sports equipment

Route arrowsqty 80
Route signsqty 20
Barrier tapeqty 6
Bike pumpsqty 4
Repair kitsqty 4
Spare inner tubesqty 12
Safety vestsqty 12
Bicycle standsqty 6

Cleaning

Waste binsqty 8
Cleaning bucketsqty 3
Mopsqty 3
Hand soap dispensersqty 4

Lighting

LED lampsqty 6
Flashlightsqty 8

Catering

Bib numbersqty 120
Wristbandsqty 120
Menusqty 20
First aid kitsqty 2
Ice packsqty 24
Groceries

Tips

Scout the full route before sending participant information. Mark muddy sections, crossings and other hazards, then use route arrows, signs and barrier tape where walkers could take a wrong turn.
Keep the digital route and written directions consistent. Share the final version after the route check, and include the meeting point, finish area, expected walking time and what participants should bring.
Do not leave volunteer planning until registrations close. Assign cover for registration, route supervision, first response and the start and finish areas, and give supervisors walkie-talkies and charged mobile phones.
Book catering only after collecting dietary requirements. Use the registration list to confirm quantities, then chill drinks and prepare reusable cups, plates, cutlery and hot-drink equipment before the event day.
Check bikes and repair equipment before participants arrive. Inspect supervisors’ bikes, test pumps and repair kits, and take spare inner tubes and power banks so a small problem does not stop route cover.

Frequently asked questions

How far in advance should I organise a heath walk?: Start planning at least 6 to 8 weeks before the walk. Record the date and route first, then reserve the starting location, check permits, open registration and arrange catering and volunteer cover.
What should I check on a heath walk route?: Walk the complete route 1 to 2 weeks before the event and check crossings, narrow paths, muddy ground, signage points and mobile coverage. Recheck the forecast and the route condition within 24 hours of the walk.
How many volunteers do I need for a heath walk?: Plan at least 1 named supervisor for each key route section, plus people at registration and the start and finish areas. Final numbers depend on the route and group size, so schedule cover after registrations are processed.
When should I send heath walk participant information?: Send the main information 5 to 7 days before the walk, once the route, start location and practical arrangements are confirmed. Include directions, arrival time, route details, contact information and any weather-related advice.

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.